CITY COUNCIL AGENDA ITEM
Memo Date: June 8, 2021
Agenda Date: July 13, 2021
Prepared By: Frank Mirabito, Project Manager
Through: Bryant Smith III, P.E., CFM, Public Works Director/City Engineer
Requested Action:
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Approve multi-year Contract W1238 with the Florida Department of Corrections for one Inmate Work Squad for a twelve (12) month term beginning on January 1, 2022, including one three (3) year renewal. Authorize the City Manager to approve any additional Department of Correction Inmate Work Squad contracts, Budget Amendments and Purchase Orders, if the Public Works Department can obtain additional Inmate Work Squads under the terms and conditions stated herein. Future years Budget for this service will be included with the adoption of the fiscal year’s budget.
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BACKGROUND:
The Grounds Division of Public Works currently contracts with the Department of Corrections for one inmate work squad. The current contract expires December 31 2021 and if the City would like to continue to utilize the services, a new contract would need to be approved. The Department of Corrections shall provide one (1) work squad consisting of one (1) correctional officer and up to eight (8) inmates for four days a week. The program has been a success as it reduces the mowing workload of right of ways and easements on the Grounds Division at a lower cost than hiring additional staff or other contract services. The current work squad program has been suspended temporarily due to COVID-19 and in order for the City to be considered when the restrictions are lifted we must have an active contract. The City incurs no costs as a result of the suspension of the program and budgeted funds are being used to supplement contract mowing services.
Additionally, Public Works will request from the Department of Corrections to contract for additional work squads to assist with the mowing and maintenance of the medians on S.R. 520 and U.S. 1 and related work on other city properties should the program have availability during the period of this contract. In the event that additional squads become available during the current City fiscal year, Staff requests that the City Council authorize the City Manager to approve and execute an addendum to the attached contract and any future budget transfers and amendments to include additionally available squads or to approve and execute any additional contract(s) for the additionally available squads under substantially similar terms and conditions as the attached contract.
STRATEGIC PLAN CONNECTION:
This Work Squad contract improves the City of Cocoa’s image by providing bulk, effective and efficient mowing, maintenance services, and other landscaping needs as necessary throughout the City.
BUDGETARY IMPACT:
Budgeted Yes
If not budgeted, is amendment/transfer attached? No
PREVIOUS ACTION:
On October 27, 2020 Council Approved the amendment / renewal for Florida Department of Corrections Inmate Work Squad Contract #W1124 ending on December 31, 2021.
RECOMMENDED MOTION:
Recommendation
title
Approve multi-year Contract W1238 with the Florida Department of Corrections for one Inmate Work Squad for a twelve (12) month term beginning on January 1, 2022, including one three (3) year renewal. Authorize the City Manager to approve any additional Department of Correction Inmate Work Squad contracts, Budget Amendments and Purchase Orders, if the Public Works Department can obtain additional Inmate Work Squads under the terms and conditions stated herein. Future years Budget for this service will be included with the adoption of the fiscal year’s budget.