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A comprehensive needs assessment determines
the sufficient number and type of beds for a new correctional
facility. That number is dependent on a variety of variable that
include, historical trends, incarceration rates, average daily
population, and average length of stay, arrest rates, population
demographics, and inmate classification and custody levels. Criminal
justice system policy and the impact of incarceration alternatives
must be examined against the number of correctional facility beds
available. When conducting the needs assessment, the correctional
facility must not be viewed as an independent component of the
criminal justice system.
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An assessment of existing facilities is
essential to a decision to pursue the construction of new facilities.
Learning the residual value of facilities will provide guidance
to decision-makers in making difficult decisions. VRJS systematically
evaluates the existing facilities and then develops documentation
on the quality and usefulness of the building(s). VRJS then provides
recommendations on future uses of the structures.
VRJS prepares a comprehensive analysis
of the local criminal justice system to determine its current
needs, strengths, and weaknesses. The effectiveness of each justice
agency can significantly impact the jail’s population.
A study of the courts, police/sheriff agencies,
district attorney, public defender, probation and parole departments,
social services, and the jail will be undertaken. Each component
will be viewed in relation to the others to determine system processes.
Policy and procedures that have both a positive and negative impacts
on the total jurisdiction, will be evaluated in order to determine
future facility needs, to efficiently and effectively allocate
scarce resources, and to be responsive and adaptable to hanging
Criminal Justice System needs and policies.
VRJS lends guidance to the development
and implementation of programs, procedures, and techniques for
management of jail population. Overcrowded jail facilities remain
as the most serious problem facing jail administrators today.
Diversionary methods and alternatives to incarceration can have
dramatic effects on the jail population. Criminal Justice agencies,
working together, can develop procedural changes to reduce jail
populations.
The development of operational and
functional programs is a specialty of VRJS. Each activity of the
facility is analytically based on client-need. The criteria used
for inmate management, classification and security procedures,
food, and medical services, and others, are carefully developed,
and follow-up development of space requirements for the new facility
are provided. This list will be used by the architects in the
design process for the new facility. Appropriate standards and
guidelines will be reviewed to determine the square footage requirements
of each space allocation. The development of functional adjacencies
and security relationships are identified.
The overall schematic emerges from this
process. Preliminary capital cost estimates and staffing and operational
requirements for the new facility will be prepared at this time.
Both staff salary and non-salary costs will be reviewed in preparation
of annual operating cost for the new facility. Generally, operating
costs far exceed capitol cost over the life of the structure.
VRJS reviews the design documents at various
stages in the design process to assure adherence to the operational
needs of the client. This review outlines a comparison between
the design documents and the operational philosophy, inmate management
concept and national standards and guidelines. The review assists
the architect and engineers in their interpretations of the facility’s
mission, and operational and architectural plans.
VRJS reviews building designs during the
developmental process. Advice on selection of materials, building
systems, and equipment is offered. VRJS produces recommendations
on the relative feasibility for procurement, installation, construction,
and costs of alternative designs or materials, as well as the
preliminary budgets. VRJS will also evaluate the program and its
associated project budget in order to ensure economies of scale.
VRJS will develop an implementation plan
for each phase of the project, coordination effort required, and
the budget and time constraints involved. This plan will include
a detailed budget and master schedule, identification of critical
milestones, activities, and accountabilities, as well as an overview
of project procedures, forms, and reporting requirements. VRJS
will, as well, schedule and periodically conduct progress status
meetings during each phase.
The services provided for construction
preparation include assisting the County in pre-qualifying bidders,
prime contractors, and key subcontractors. VRJS will establish
bidding schedules, and develop a bidding competition in order
to generate the most favorable bidding conditions. Issuing bidding
documents to bidders will be recommended, and pre-bid conferences
will be conducted. Bid analysis and recommendations will be made
to the County for the award of contracts.
VRJS will then conduct pre-award conferences
with successful bidders, and provide leadership in negotiations
with successful bidders on behalf of the owner. Assistance to
the County in preparing construction contracts, and advising the
County on acceptability of subcontractors and material suppliers
proposed by contractors will be provided. Provision for assistance
in selecting and retaining the professional services of special
consultants and testing laboratories, and coordinating their services
are also included.
VRJS conducts an evaluation of decisions
and systems to make recommendations for cost reduction of facilities
operations and staffing over the life of the building. Decisions
made regarding design, staffing, and construction materials can
have lasting implications for long-term costs.
VRJS prepares detailed estimates of construction
costs and confirms the per-square-foot construction cost estimates
provided by the Architect. VRJS advises the County on the value
of parallel, detailed construction cost estimates to be provided
by the Architect during the design phase in place of per-square-foot
estimates. Advice to the County is given in the event that total
project cost, including construction, is tending to exceed the
project budget; then value engineering and other recommendations
to bring the project back within the approved budget are made.
VRJS will develop staffing analysis
and recommendations based on existing and planned operations and
facilities. Staffing future operations is the single-most expensive
decision made by county representatives. Staffing costs tend to
exceed construction cost by ten times over the life of the structure.
Review and accompanying recommendations of manpower scheduling
can result in dramatic savings.
VRJS develops quality documents
for agency operations. The development of accreditation documents
and policy and procedure manuals, forms manuals, post orders,
and job descriptions are provided to meet national and state standards.
VRJS provides assistance to plaintiffs
and defendants in jurisdictions under litigation for jail/prison
conditions. VRJS furnishes guidance on legal precedent and development
of a legal defense. Negotiation of a Consent Decree is technical
work that must be based on current national trends and corrections
standards.
VRJS provides training to corrections/law
enforcement staff that supports their current duty assignment,
is consistent with the operational philosophy of the agency and
with appropriate standards and guidelines. Training includes the
following topics: innovative inmate management techniques, inmate
classification systems, institutional record-keeping, personnel
management and institutional security.
VRJS will systematically evaluate every
component of each system to identify any opportunities for improvement.
Recommendations will be initiated and developed to enhance cost-effective
and efficient operations. Documentation and flow-charting of each
system will identify critical decision points, and strengths and
weaknesses.
A comprehensive analysis of the current
jail system will be designed to identify opportunities for implementation
of cost-saving measures and enhancement of operations. The introduction
of new technology, refurbishing policy and procedures, and the
introduction of alternative organizational structures to include
staffing patterns and job classifications are included in the
analysis. Inmate management systems and the methodology for delivery
of food and medical services will be examined.
During the construction phase of the project,
VRJS offers various services that will support the orderly transition
to occupancy of the new facility. The development and management
of a systematic and planned approach to start-up activities are
essential. Key staff will be identified and trained in the concepts
of transition and activation. A process will be formalized that
ensures the identification of all facility-wide and functional
component needs. An operations manual will be developed that provides
an explanation of key policies and procedures for the new facility.
A project management approach will ensure the timely delivery
of critical components in the transition process. An activity
checklist and action plans will be developed for each component
of the facility. Transition and move-in schedules and plans can
greatly assist the County in coordinating the purchase and installation
of equipment and furnishings.
VRJS conducts comprehensive post-occupancy
inspections of building structure, mechanical systems, and related
equipment at six months and one year following completion, with
recommended actions for remedying equipement at six months and
one year following completion, with recommended actions for remedying
failures or defects.
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