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Home My WebLink AboutIR 8420 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 842o okC��IRTE To the Mayor and Members of the City Council July 30, 2002 Subject: Six-Month Evaluation of the Mansfield Jail Contract Im On December 1, 2001, the City of Fort Worth began contracting for jail services with the City of Mansfield (M&C C-18838). The purpose of this report is to provide an evaluation of the first six months of this contract, both from a financial perspective and a service delivery one. Financial Evaluation Attached to this report is a comparison of jail related costs prepared by Steve Price, Assistant City Auditor. The first page lays out the actual costs of jail service from December 1, 2001 through May 31, 2002 and compares them to the cost estimates presented to City Council at the time the contract with the City of Mansfield was approved. It includes start up costs and operating costs. The grand total of all costs is $2,647 below the estimate; there were savings in the cost of magistration that were offset by higher than anticipated expenditures for supplies. Start-up costs came in just as estimated. The second page compares the first six-months with the Mansfield contract to the last six-months the old Tarrant County contract. The last page of the attachment is a comparison of our first six-month costs to the costs that would have been incurred under Tarrant County's last offer. This comparison shows a six-month operating savings of$130,570. 1 r7` Contract Services City staff are very satisfied with the services provided by the City of Mansfield and the working relationship that is developing. This contract was implemented in a very short time frame and as was to be expected there were several operational issues that arose which had not been anticipated. We were able to work collaboratively to address these issues in a manner satisfactory to both agencies. The biggest changes that were made were the shifting of magistration, fingerprinting/photographing, release of Fort Worth Class C arrests, and the release of Public Intoxication arrests to the Thomas R. Windham Building Holding Facility. This was done to reduce the number of transports to Mansfield. We have experienced an increase in the tune spent on hospital guard details, estimated to cost $49,237. This cost has been more than offset by savings noted below in officer delay time. The Mansfield Fire Department transports prisoners from the Mansfield Law Enforcement Center to an appropriate hospital when necessary. The inmate is billed for ambulance transport and hospitalization. In those cases where the inmate fails to pay for the ambulance transport, Fort Worth reimburses Mansfield. We have also experienced more prisoners than anticipated kept in Mansfield's custody over ten days, resulting in a $40 per day additional charge. Much of this was due to the implementation of Senate Bill 7 and those delays have been eliminated now. There have been three areas of major improvement in services as a result of this contract. First, magistration is now occurring twenty-four hours a day at the holding facility located at 350 West Belknap. This ensures compliance with Senate Bill 7, which requires magistration within forty-eight ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS ' INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 842o C90—T To the Mayor and Members of the City Council July 30, 2002 Page 2 of 3 *ex Subject: Six-Month Evaluation of the Mansfield Jail Contract hours and the determination of indigency and appointment of counsel within twenty-four hours of magistration. Second, except for shift change, prisoners are accessible to Fort Worth detectives at Mansfield Law Enforcement Center twenty-four hours a day. This had been a significant problem under our previous contract. Finally, during the first six-months of the contract with Mansfield, the time required for officers to release prisoners to jail staff has been reduced by 90% compared to the same period last year with Tarrant County. The previous delay time average of 23 minutes has fallen to an average 2.3 minutes. This equates to an estimated savings of$131, 487 in personnel time, or the equivalent of an additional 2.25 officers in the field. Contract Renewal The City of Mansfield has brought to our attention issues, which may require a contract amendment, and possibly an increase in contract costs. In the same spirit of collaboration that we have seen thus far, staff of both organizations are currently participating in a review of all jail related processes with the City of Fort Worth's Organizational Analysis Unit. The goal is to ensure we are providing jail services at the lowest possible cost. We are hopeful that we can increase the efficiency of our operations to the point that an increase in the contract beyond that agreed to in the original contract will not be necessary. This process should be complete by August 30 1h. We will report the results of these efforts to the City Council. Conclusion Both the City of Mansfield and the City of Fort Worth staff agree that this contract is in the best interest of both agencies. Financially and operationally this arrangement is meeting our expectations. If you have any questions regarding the financial evaluation please call Deputy City Auditor Steve Price. Police Chief Ralph Mendoza will answer any questions you may have about the operational evaluation. Of course, don't hesitate to call me, or Assistant City Manager Libby Watson with questions or for additional infon-nation. 0 ary W. Jac 1:;7yM1nag ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS - � COMPARISON OF JAIL RELATED COSTS INTERNAL AUDIT DEPARTMENT STEVE PRICE, A8S-T. CITY AUDITOR � JUNE 28. 20O2 ` OPERATING COSTS ACTUAL COUNCIL Variance 12Y1/01-5131/02 PRESENTATION Municipal Court Magistrates 1,13.400.88 144.496.00 -22Y6 Support Personnel &Other Costs 59.858.41 76.457.50 -22% TOTAL MUNICIPAL COURT -22% Police Jail Operations Supplies QServices 45.257.44 27.500.00 6596 Prisoner Housing 1.514.240.00 1.500,000.00 1Y6 Prisoner W1Vdioa| 12.405.47 0.00 TOTAL POLICE 396 ' GRAND TOTAL OPERATING 096 START-UP COSTS 1% GRAND TOTAL ALL COSTS 096 ~'Thecosts shown are incremental costs only(Le. the increased costs that are attributable to the new jail contract). ' ` - ` ~ -- ' ' � COMPARISON OF JAI[ RELATED COSTS INTERNAL AUDIT DEPARTMENT STEVE PR|CE, ASS7. CITY AUDITOR JUNE 28. 2002 OPERATING COSTS ACTUAL ACTUAL � 12Y1/01-5/31/02 6/1/01-11/30/01 DIFFERENCE Municipal Court yWog}strobas Fu Time Salaries 72`74O.00 37.080.40 35.661.80 Full Time Benefits 21.824.40 11`125�02 10.698.48 Pro Tern 81.875.36 14.834.56 67.040.80 Less County Reimbursement (24.106.18) (24'106.16) 0.00 TOTAL MAGISTRATE 152.341.80 38.840.72 113.400.88 Support Personnel Cust. Gvo. Rep. -K8un,Fh. 50.186.24 19.036.18 31.150.08 Cust. Svc. Rap. -VVeekend 16.234.40 4.155.84 12.078.56 Interpreters-staff 4.325.20 0.00 4.325.20 interpreters-outside 101.25 0.00 101.25 Marshall-Cash Pick-up/Transfer 7.181.68 0.00 7.181.88 CoudC/orh - pnocesscamhamcrovvs 5.021.64 0.00 5.021.64 TC}TALGUPPORT 83.050.41 23.182.00 59.858A1 TOTAL MUNICIPAL COURT 235,392.01 62= 173,259.29 Police Jail Staff Salaries & Benefits 334.281.90 348.269.91 (13.988.01) Supplies 22.558.60 2,525.95 20.032.65 ^�N� � Contractual Services 32.645.64 7.420.85 25.224.79 PhsonerHoueinA 1.514.240.00 1.307.41135 206.828.05 Prisoner Medical 12.405.47 000 12.405.47 TOTAL POLICE GRAND TOTAL �.62 1,727,760.78 723,762.84 START-UPCOSTS Holding Facility Minor Equipment 17.871.07 Overtime 4.135.05 Repairs 13.089.00 Printing 5.988.80 Major Equipment 41.133.10 TOTAL JAIL 82.210.91 0.00 82.210.01 Magistrate Court Repairs (to comply with ADArequirements) 9.927.00 TOTAL MUNICIPAL COURT 9.927.00 0.00 9.027.00 . .- GRAND TOTAL START-UP O'OO 92.143.91 GFAND TOTAL ALL COSTS 2,243,667.53 1.727.760.78 515.906.75 Indicates services provided with existing staff. These are not additional costs, only re-allocated costs. � ~ ^^ COMPARISON DF JAIL RELATED COSTS INTERNAL AUDIT DEPARTMENT STEVE PRICE,A8G'T, CITY AUDITOR JUNE 28. 2OO2 O ATNG COSTS ACTUAL COUNTY 12/1/01-W1/02 PROPOSAL DIFFERENCE Municipal Court Magistrates Full Time Salaries 72,748.00 72.748�00 Full Time Benefits 21.824A0 21.824.40 Pro Tern 81.875.36 81.875�30 Less County Reimbursement ' (�41OG�1O) (24.106A8) TOTAL MAGISTRATE 152,341.80 152.341'80 0.00 Support Personnel CusL Svc. Rep. -K8on.-Fri 50.186,24 50.186.24 CusLSvo. Rep. -VVeekend 16.234.40 18.234A0 Interpreters-staff 4.325.20 4.325.20 Interpreters-outside 10125 101.25 Marshall-Cash Pick-Vp/TnaOsfe[ 7.181.68 7.181.68 CnUdCienh- prooessCashesCnowS 5.021.64 5.021.04 TOTALSUPPORT 83.050.41 83.050.41 0.00 TOTAL MUNICIPAL COURT r-235,392.01 235,392.oi r 0.00 Police Jail Operations Staff Salaries & Benefits 334.381�90 334.281.90 0.00 Supplies 22.55&60 2.652.25 19,90&35 � Contractual Services - �.O45�O4 7.791.89 24`853.75 Prisoner Housing ' 1.514.240.00 1.701.876.00 (187.736.00) Prisoner Medical 12,405.47 0.00 12.405A7 TOTAL POLICE 1,916,131.61 2,046,70Z04 (130,570.43) GRAND TOTAL 2,15 523.62 2,282,094.05 (130,570. START-UP COSTS Holding Facility Minor Equipment 17.871.07 Overtime 4.135.05 Repairs 13.089�00 Printing 5.88&60 Major Equipment 41.133.19 TOTAL JAIL 82.216.81 0.00 82.216.91 Magistrate Court Repairs (to comply with AOArequirements) e,927.00 TOTAL MUNICIPAL COURT 9.827.00 0.00 8.927.00 GRAND TOTAL START-UP 0.00 92.143.91 GRAND TOTAL ALL COSTS 2,24- - 7.53 2.282.094.05 (38,426.52) ° Indicates services provided with existing staff, These are not additional costs, only re-allocated costs,