CC 2024-05-28_09d Dept of Corr and Rehab for use of Inmate Work Crews
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director
SUBJECT: Consider Four-Year Agreement with the California Department of
Corrections and Rehabilitation for Use of Inmate Work Crews
DATE: May 28, 2024
RECOMMENDATION:
Adopt a Resolution authorizing the City Manager or his designee to negotiate and execute
a four-year agreement to begin July 1, 2024 with the California Department of Corrections
and Rehabilitation (CDCR) for inmate community service work crews, with terms
substantially similar to the Standard Agreement with the CDCR, Agreement Number
C5609432, signed on May 29, 2020.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There are sufficient funds budgeted in FY 2024-25 to fund the first year of this four-year
agreement. As with previously approved contracts, some additional funding would need
to be allocated from the Streets Division operations budget for the subsequent three (3)
years to cover the remaining term of the requested 4-year Agreement. The Streets
Division operations budget includes the focused and daily maintenance of our streets and
sidewalks, like localized sidewalk grinding and pothole repair. This budget also covers
vegetation management and weed abatement of City-owned property, along with the
. This is separate from the Pavement
Management Program budget that is used for the larger scale annual street and sidewalk
repair project throughout the City.
BACKGROUND:
The City of Arroyo Grande, through the CDCR, has
Colony (CMC) work crews for about 15 years. These crews provide staff with help on
several maintenance items such as weed abatement, streambed maintenance, drainage
basin management, litter removal, and filling sandbags. These crews help with non-urgent
tasks that are important annual maintenance operations but otherwise would
be a medium to low priority due to staffing or lack of funds.
Item 9.d.
City Council
Consider Four-Year Agreement with the California Department of Corrections and
Rehabilitation for Use of Inmate Work Crews
May 28, 2024
Page 2
ANALYSIS OF ISSUES:
CDCR was approved by the City Council in 2020
for a four-year term and is due to expire on June 30, 2024. The proposed Agreement is
for a four-year term beginning July 1, 2024 through June 30, 2028.
Council action because the overall cost of the Agreement over a four-year period exceeds
the amount that the City Manager has the authority to approve. Contracts exceeding
$100,000 in the goods and services purchasing category must be awarded by the City
Council. In addition, this contract is a sole so
exception under Section 4.6 of Purchasing Policies and
Procedures Manual. goods
or services are unique and are only available from one source (known as a "sole source"
purchase). The wide variety of work that the CMC work crews perform under City staff
supervision is unique. Most contractors specialize in certain areas such as landscaping,
larger scale weed abatement, junk hauling, trash clean up, creek cleanup, and debris
removal. CMC crews performing all of these unique services allows the City to contract
these crews at a reduced cost and have one overall contract versus several distinct
contacts with several different contractors. During FY 2023-24, approximately $27,000
was spent for this service. During FY 2024-25, there is $38,800 budgeted for these
services. Funding for the remaining years will be included in future budget years.
ALTERNATIVES:
1. Adopt a Resolution authorizing the City Manager or his designee to enter into an
agreement with the CDRC, with substantially similar terms as the 2020-24 CDCR
Agreement.
2. Modify and adopt a Resolution authorizing the City Manager or his designee to
enter into an agreement with the CDRC.
3. Wait to approve the agreement with CDCR once the agreement to be approved is
finalized; or
4. Provide alternative direction to staff.
ADVANTAGES:
Utilizing the CMC work crews for tasks such as weed abatement, vegetation management
in our creek ways, trash and debris removal, drainage basin maintenance and
management of Corporation Yard storage areas, allows City staff to focus on other higher
priority job tasks and maintenance programs for our parks, streets, and sidewalks.
DISADVANTAGES:
Not utilizing the CMC work crews would place additional workload on staff to complete
required maintenance programs at a higher cost, with likely delays and differed
maintenance.
Item 9.d.
City Council
Consider Four-Year Agreement with the California Department of Corrections and
Rehabilitation for Use of Inmate Work Crews
May 28, 2024
Page 3
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
Government Code Section 54954.2
ATTACHMENTS:
1. Proposed Resolution
2. 2020-2024 Agreement with California Department of Corrections and
Rehabilitation, agreement number C5609432
Item 9.d.
ATTACHMENT 1