HomeMy WebLinkAboutAgreement A-25-512 with Gensler.pdf Agreement No. 25-512
1 SERVICE AGREEMENT
2 This Service Agreement ("Agreement") is dated October 7, 2025 ("Approval Date") and
3 is between M. Arthur Gensler Jr. & Associates, Inc., a California corporation ("Consultant"), and
4 the County of Fresno, a political subdivision of the State of California ("County").
5 Recitals
6 A. The County, on behalf of its County Administrative Office ("CAO Office") and General
7 Services Department ("GSD"), requires services from a qualified firm to prepare a County
8 Facilities Master Plan to guide the development and assessment of County properties over the
9 next ten-year timeframe.
10 B. The County issued Request for Proposal ("RFP") No. 25-029 on December 6, 2024, with
11 a close date of February 21, 2025, which solicited bids for a County Facilities Master Plan
12 Consultant.
13 C. The County received four qualified proposals, conducted evaluations of all submissions,
14 and determined that the Consultant was the most responsive and responsible bidder whose
15 proposal was most advantageous to the County.
16 D. The Consultant is qualified and willing to perform the services described in this
17 Agreement, pursuant to the terms of this Agreement.
18 The parties therefore agree as follows:
19 Article 1
20 Consultant's Services
21 1.1 Scope of Services. The Consultant shall perform all of the services provided in
22 Exhibit A to this Agreement, titled "Scope of Services."
23 1.2 Representation. The Consultant represents that it is qualified, ready, willing, and
24 able to perform all of the services provided in this Agreement.
25 1.3 Compliance with Laws. The Consultant shall, at its own cost, comply with all
26 applicable federal, state, and local laws and regulations in the performance of its obligations
27 under this Agreement, including but not limited to workers compensation, labor, and
28 confidentiality laws and regulations.
1
1 1.4 Security.
2 (A) Security is of great concern to the County. Failure to comply with the security
3 requirements listed below will be considered a breach of contract and may result in
4 termination of this Agreement for default. The Consultant's personnel shall cooperate
5 with all County security personnel at all times and shall be subject to and conform to
6 County security rules and regulations, including, but not limited to County security rules
7 and procedures, as detailed in Exhibits E through H, which are attached and
8 incorporated by this reference. Any violations or disregard of these rules may be cause
9 for denial of access to County property. The background checks required, and policies
10 listed below, may change throughout the life of this Agreement. It is the Consultant's
11 responsibility to request updates from the County. All of the Consultant's employees,
12 agents, and subcontractors must read the policies listed below. Please see the following
13 Exhibits:
14 . Exhibit E — Fresno County Probation Department Juvenile Justice
15 Policy Manual
16 o Policy 309 —Vendors, Volunteers and Student Interns
17 o Policy 400 — Emergency Procedures — Facilities (Title 15, §1327)
18 . Exhibit F —The Prison Rape Elimination Act
19 • Exhibit G — Fresno County Sheriff's Office Jail Division Policies & Procedures
20 — Hostage Situations
21 . Exhibit H — Background Investigations and Identification (ID) Badges
22 (B) Security provisions shall be strictly enforced. All parties who are required to
23 perform their individual services at the site shall be limited to the area required to
24 complete the work. Such access shall be obtained by notification to the Facility Services
25 Manager, or his or her designee, of the time and place, prior to commencing the work.
26 (C)All keys used during work shall be numbered. Each key issued shall be recorded,
27 and its prompt return shall be strictly enforced. Duplication of any keys issued is strictly
28
2
1 prohibited. These keys shall be returned to the County's representative at the end of
2 each working day, when required.
3 (D) Some of the work to be done under this Agreement may be in secured facilities
4 such as jails. Prior to commencement of work, the Consultant, including all subcontractor
5 and contractors, shall obtain security clearances for all employees that will be working or
6 making deliveries to the sites.
7 (E) When work is performed in secured facilities or when any kind of tool is brought
8 into a secured facility, it is incumbent upon the Consultant to alert all workmen of the
9 necessity for extreme care in accounting for, and keeping all areas free of any and all
10 types of hand tools, power tools, small parts, scrap material, and all other materials
11 which might be concealed upon the person of an inmate/ward/patient, at all times when
12 such tools and materials are not used for the task at hand.
13 (F) Each work area shall be kept clean and in order both during working hours and at
14 the completion of the working day.
15 Article 2
16 County's Responsibilities
17 2.1 The County shall provide a "County Representative" who will represent the County
18 and who will work with the Consultant in carrying out the provisions of this Agreement. The
19 County Representative shall be the County Administrative Officer, or their designee.
20 2.2 The County shall give prompt consideration to all matters submitted by the
21 Consultant in order to avoid any delays in the Consultant's performance of work.
22 Article 3
23 Compensation, Invoices, and Payments
24 3.1 The County agrees to pay, and the Consultant agrees to receive, compensation for
25 the performance of its services under this Agreement as described in Exhibit B to this
26 Agreement, titled "Compensation."
27 3.2 Maximum Compensation. The maximum compensation payable to the Consultant
28 under this Agreement is six hundred forty-two thousand, one hundred ninety-five dollars
3
1 ($642,195) for the full one-year term of the Agreement. The Consultant acknowledges that the
2 County is a local government entity, and does so with notice that the County's powers are
3 limited by the California Constitution and by State law, and with notice that the Consultant may
4 receive compensation under this Agreement only for services performed according to the terms
5 of this Agreement and while this Agreement is in effect, and subject to the maximum amount
6 payable under this section. The Consultant further acknowledges that County employees have
7 no authority to pay the Consultant except as expressly provided in this Agreement.
8 3.3 Invoices. The Consultant shall submit monthly invoices to the County Administrative
9 Office at ;AOlnvoices(cDfresnocountyca.gov or 2281 Tulare St., Suite 304, Fresno, CA 93721.
10 Invoices shall include the Agreement number, name and title of staff, hourly rates, hours
11 worked, tasks performed, and any approved reimbursable expenses. The Consultant shall
12 submit each invoice within 60 days after the month in which the Consultant performs services,
13 and in any case within 60 days after the end of the term or termination of this Agreement.
14 3.4 Payment. The County shall pay each correctly completed and timely submitted
15 invoice within 45 days after receipt. The County shall remit any payment to the Consultant's
16 address specified in the invoice.
17 3.5 Incidental Expenses. The Consultant is solely responsible for all of its costs and
18 expenses that are not specified as payable by the County under this Agreement.
19 3.6 Reporting Requirements. The Consultant shall provide the County a quarterly
20 report including a detailed status of the project phases and estimated timelines of the
21 deliverables stated in Exhibit A— Scope of Services and Exhibit B-1 —Tasks and Deliverables
22 Cost Worksheet.
23 Article 4
24 Term of Agreement
25 4.1 Term. This Agreement is effective upon the Approval Date and terminates on
26 October 6, 2026, except as provided in Article 6, "Termination and Suspension," below.
27
28
4
1 Article 5
2 Notices
3 5.1 Contact Information. The persons and their addresses having authority to give and
4 receive notices provided for or permitted under this Agreement include the following:
5
For the County:
6 County Administrative Officer
County of Fresno
7 2281 Tulare St, Room 304
Fresno, CA 93721
8 Email: CAO@fresnocountyca.gov
9 For the Consultant:
Principal in Charge
10 Kevin Rosenstein
500 S Figueroa St
11 Los Angeles, CA 90071
Email: kevin_rosenstein@gensler.com
12
13 5.2 Change of Contact Information. Either party may change the information in section
14 5.1 by giving notice as provided in section 5.3.
15 5.3 Method of Delivery. Each notice between the County and the Consultant provided
16 for or permitted under this Agreement must be in writing, state that it is a notice provided under
17 this Agreement, and be delivered either by personal service, by first-class United States mail, by
18 an overnight commercial courier service or by Portable Document Format (PDF) document
19 attached to an email.
20 (A) A notice delivered by personal service is effective upon service to the recipient.
21 (B) A notice delivered by first-class United States mail is effective three County
22 business days after deposit in the United States mail, postage prepaid, addressed to the
23 recipient.
24 (C)A notice delivered by an overnight commercial courier service is effective one
25 County business day after deposit with the overnight commercial courier service,
26 delivery fees prepaid, with delivery instructions given for next day delivery, addressed to
27 the recipient.
28
5
1 (D)A notice delivered by PDF document attached to an email is effective when
2 transmission to the recipient is completed (but, if such transmission is completed outside
3 of County business hours, then such delivery is deemed to be effective at the next
4 beginning of a County business day), provided that the sender maintains a machine
5 record of the completed transmission.
6 5.4 Claims Presentation. For all claims arising from or related to this Agreement,
7 nothing in this Agreement establishes, waives, or modifies any claims presentation
8 requirements or procedures provided by law, including the Government Claims Act (Division 3.6
9 of Title 1 of the Government Code, beginning with section 810).
10 Article 6
11 Termination and Suspension
12 6.1 Termination for Non-Allocation of Funds. The terms of this Agreement are
13 contingent on the approval of funds by the appropriating government agency. If sufficient funds
14 are not allocated, then the County, upon at least 30 days' advance written notice to the
15 Consultant, may:
16 (A) Modify the services provided by the Consultant under this Agreement; or
17 (B) Terminate this Agreement.
18 6.2 Termination for Breach.
19 (A) Upon determining that a breach (as defined in paragraph (C) below) has
20 occurred, the County may give written notice of the breach to the Consultant. The written
21 notice may suspend performance under this Agreement and must provide at least 30
22 days for the Consultant to cure the breach.
23 (B) If the Consultant fails to cure the breach to the County's satisfaction within the
24 time stated in the written notice, the County may terminate this Agreement immediately.
25 (C) For purposes of this section, a breach occurs when, in the determination of the
26 County, the Consultant has:
27 • Obtained or used funds illegally or improperly;
28 • Failed to comply with any part of this Agreement;
6
1 • Submitted a substantially incorrect or incomplete report to the County; or
2 • Improperly performed any of its obligations under this Agreement.
3 6.3 Termination without Cause. In circumstances other than those set forth above, the
4 County may terminate this Agreement by giving at least 30 days advance written notice to the
5 Consultant.
6 6.4 No Penalty or Further Obligation. Any termination of this Agreement by the County
7 under this Article 6 is without penalty to or further obligation of the County.
8 6.5 County's Rights upon Termination. Upon termination for breach under this Article
9 6, the County may demand repayment by the Consultant of any monies disbursed to the
10 Consultant under this Agreement that, in the County's sole judgment, were not expended in
11 compliance with this Agreement. The Consultant shall promptly refund all such monies upon
12 demand. This section survives the termination of this Agreement.
13 Article 7
14 Independent Contractor
15 7.1 Status. In performing under this Agreement, the Consultant, including its officers,
16 agents, employees, and volunteers, is at all times acting and performing as an independent
17 contractor, in an independent capacity, and not as an officer, agent, servant, employee, joint
18 venturer, partner, or associate of the County.
19 7.2 Verifying Performance. The County has no right to control, supervise, or direct the
20 manner or method of the Consultant's performance under this Agreement, but the County may
21 verify that the Consultant is performing according to the terms of this Agreement.
22 7.3 Benefits. Because of its status as an independent contractor, the Consultant has no
23 right to employment rights or benefits available to County employees. The Consultant is solely
24 responsible for providing to its own employees all employee benefits required by law. The
25 Consultant shall save the County harmless from all matters relating to the payment of
26 Consultant's employees, including compliance with Social Security withholding and all related
27 regulations.
28
7
1 7.4 Services to Others. The parties acknowledge that, during the term of this
2 Agreement, the Consultant may provide services to others unrelated to the County.
3 Article 8
4 Indemnity and Defense
5 8.1 Indemnity. The Consultant shall indemnify and hold harmless and defend the
6 County (including its officers, agents, employees, and volunteers) against all claims, demands,
7 injuries, damages, costs, expenses (including attorney fees and costs), fines, penalties, and
8 liabilities of any kind to the County, the Consultant, or any third party that arise from or relate to
9 the performance or failure to perform by the Consultant (or any of its officers, agents,
10 subcontractors, or employees) under this Agreement. The County may conduct or participate in
11 its own defense without affecting the Consultant's obligation to indemnify and hold harmless or
12 defend the County.
13 8.2 Survival. This Article 8 survives the termination or expiration of this Agreement.
14 Article 9
15 Insurance
16 9.1 The Consultant shall comply with all the insurance requirements in Exhibit D to this
17 Agreement.
18 Article 10
19 Inspections, Audits, and Public Records
20 10.1 Inspection of Documents. The Consultant shall make available to the County, and
21 the County may examine at any time during business hours and as often as the County deems
22 necessary, all of the Consultant's records and data with respect to the matters covered by this
23 Agreement, excluding attorney-client privileged communications. The Consultant shall, upon
24 request by the County, permit the County to audit and inspect all of such records and data to
25 ensure the Consultant's compliance with the terms of this Agreement.
26 10.2 State Audit Requirements. If the compensation to be paid by the County under this
27 Agreement exceeds $10,000, the Consultant is subject to the examination and audit of the
28 California State Auditor, as provided in Government Code section 8546.7, for a period of three
8
1 years after final payment under this Agreement. This section survives the termination of this
2 Agreement.
3 10.3 Public Records. The County is not limited in any manner with respect to its public
4 disclosure of this Agreement or any record or data that the Consultant may provide to the
5 County. The County's public disclosure of this Agreement or any record or data that the
6 Consultant may provide to the County may include but is not limited to the following:
7 (A) The County may voluntarily, or upon request by any member of the public or
8 governmental agency, disclose this Agreement to the public or such governmental
9 agency.
10 (B) The County may voluntarily, or upon request by any member of the public or
11 governmental agency, disclose to the public or such governmental agency any record or
12 data that the Consultant may provide to the County, unless such disclosure is prohibited
13 by court order.
14 (C)This Agreement, and any record or data that the Consultant may provide to the
15 County, is subject to public disclosure under the Ralph M. Brown Act (California
16 Government Code, Title 5, Division 2, Part 1, Chapter 9, beginning with section 54950).
17 (D)This Agreement, and any record or data that the Consultant may provide to the
18 County, is subject to public disclosure as a public record under the California Public
19 Records Act (California Government Code, Title 1, Division 10, beginning with section
20 7920.000) ("CPRA").
21 (E) This Agreement, and any record or data that the Consultant may provide to the
22 County, is subject to public disclosure as information concerning the conduct of the
23 people's business of the State of California under California Constitution, Article 1,
24 section 3, subdivision (b).
25 (F) Any marking of confidentiality or restricted access upon or otherwise made with
26 respect to any record or data that the Consultant may provide to the County shall be
27 disregarded and have no effect on the County's right or duty to disclose to the public or
28 governmental agency any such record or data.
9
1 10.4 Public Records Act Requests. If the County receives a written or oral request
2 under the CPRA to publicly disclose any record that is in the Consultant's possession or control,
3 and which the County has a right, under any provision of this Agreement or applicable law, to
4 possess or control, then the County may demand, in writing, that the Consultant deliver to the
5 County, for purposes of public disclosure, the requested records that may be in the possession
6 or control of the Consultant. Within five business days after the County's demand, the
7 Consultant shall (a) deliver to the County all of the requested records that are in the
8 Consultant's possession or control, together with a written statement that the Consultant, after
9 conducting a diligent search, has produced all requested records that are in the Consultant's
10 possession or control, or (b) provide to the County a written statement that the Consultant, after
11 conducting a diligent search, does not possess or control any of the requested records. The
12 Consultant shall cooperate with the County with respect to any County demand for such
13 records. If the Consultant wishes to assert that any specific record or data is exempt from
14 disclosure under the CPRA or other applicable law, it must deliver the record or data to the
15 County and assert the exemption by citation to specific legal authority within the written
16 statement that it provides to the County under this section. The Consultant's assertion of any
17 exemption from disclosure is not binding on the County, but the County will give at least 10
18 days' advance written notice to the Consultant before disclosing any record subject to the
19 Consultant's assertion of exemption from disclosure. The Consultant shall indemnify the County
20 for any court-ordered award of costs or attorney's fees under the CPRA that results from the
21 Consultant's delay, claim of exemption, failure to produce any such records, or failure to
22 cooperate with the County with respect to any County demand for any such records.
23
24 Article 11
25 Disclosure of Self-Dealing Transactions
26 11.1 Applicability. This Article 11 applies if the Consultant is operating as a corporation
27 or changes its status to operate as a corporation.
28
10
1 11.2 Duty to Disclose. If any member of the Consultant's board of directors is party to a
2 self-dealing transaction, he or she shall disclose the transaction by completing and signing a
3 "Self-Dealing Transaction Disclosure Form" (Exhibit C to this Agreement) and submitting it to
4 the County before commencing the transaction or immediately after.
5 11.3 Definition. "Self-dealing transaction" means a transaction to which the Consultant is
6 a party and in which one or more of its directors, as an individual, has a material financial
7 interest.
8 Article 12
9 General Terms
10 12.1 Modification. Except as provided in Article 6, "Termination and Suspension," this
11 Agreement may not be modified, and no waiver is effective, except by written agreement signed
12 by both parties. The Consultant acknowledges that County employees have no authority to
13 modify this Agreement except as expressly provided in this Agreement.
14 12.2 Non-Assignment. Neither party may assign its rights or delegate its obligations
15 under this Agreement without the prior written consent of the other party.
16 12.3 Governing Law. The laws of the State of California govern all matters arising from
17 or related to this Agreement.
18 12.4 Jurisdiction and Venue. This Agreement is signed and performed in Fresno
19 County, California. Consultant consents to California jurisdiction for actions arising from or
20 related to this Agreement, and, subject to the Government Claims Act, all such actions must be
21 brought and maintained in Fresno County.
22 12.5 Construction. The final form of this Agreement is the result of the parties' combined
23 efforts. If anything in this Agreement is found by a court of competent jurisdiction to be
24 ambiguous, that ambiguity shall not be resolved by construing the terms of this Agreement
25 against either party.
26 12.6 Days. Unless otherwise specified, "days" means calendar days.
27 12.7 Headings. The headings and section titles in this Agreement are for convenience
28 only and are not part of this Agreement.
11
1 12.8 Severability. If anything in this Agreement is found by a court of competent
2 jurisdiction to be unlawful or otherwise unenforceable, the balance of this Agreement remains in
3 effect, and the parties shall make best efforts to replace the unlawful or unenforceable part of
4 this Agreement with lawful and enforceable terms intended to accomplish the parties' original
5 intent.
6 12.9 Nondiscrimination. During the performance of this Agreement, the Consultant shall
7 not unlawfully discriminate against any employee or applicant for employment, or recipient of
8 services, because of race, religious creed, color, national origin, ancestry, physical disability,
9 mental disability, medical condition, genetic information, marital status, sex, gender, gender
10 identity, gender expression, age, sexual orientation, military status or veteran status pursuant to
11 all applicable State of California and federal statutes and regulation.
12 12.10 No Waiver. Payment, waiver, or discharge by the County of any liability or obligation
13 of the Consultant under this Agreement on any one or more occasions is not a waiver of
14 performance of any continuing or other obligation of the Consultant and does not prohibit
15 enforcement by the County of any obligation on any other occasion.
16 12.11 Entire Agreement. This Agreement, including its exhibits, is the entire agreement
17 between the Consultant and the County with respect to the subject matter of this Agreement,
18 and it supersedes all previous negotiations, proposals, commitments, writings, advertisements,
19 publications, and understandings of any nature unless those things are expressly included in
20 this Agreement. If there is any inconsistency between the terms of this Agreement without its
21 exhibits and the terms of the exhibits, then the inconsistency will be resolved by giving
22 precedence first to the terms of this Agreement without its exhibits, and then to the terms of the
23 exhibits.
24 12.12 No Third-Party Beneficiaries. This Agreement does not and is not intended to
25 create any rights or obligations for any person or entity except for the parties.
26 12.13 Authorized Signature. The Consultant represents and warrants to the County that:
27 (A) The Consultant is duly authorized and empowered to sign and perform its
28 obligations under this Agreement.
12
1 (B) The individual signing this Agreement on behalf of the Consultant is duly
2 authorized to do so and his or her signature on this Agreement legally binds the
3 Consultant to the terms of this Agreement.
4 12.14 Electronic Signatures. The parties agree that this Agreement may be executed by
5 electronic signature as provided in this section.
6 (A) An "electronic signature" means any symbol or process intended by an individual
7 signing this Agreement to represent their signature, including but not limited to (1) a
8 digital signature; (2) a faxed version of an original handwritten signature; or (3) an
9 electronically scanned and transmitted (for example by PDF document) version of an
10 original handwritten signature.
11 (B) Each electronic signature affixed or attached to this Agreement (1) is deemed
12 equivalent to a valid original handwritten signature of the person signing this Agreement
13 for all purposes, including but not limited to evidentiary proof in any administrative or
14 judicial proceeding, and (2) has the same force and effect as the valid original
15 handwritten signature of that person.
16 (C)The provisions of this section satisfy the requirements of Civil Code section
17 1633.5, subdivision (b), in the Uniform Electronic Transaction Act (Civil Code, Division 3,
18 Part 2, Title 2.5, beginning with section 1633.1).
19 (D) Each party using a digital signature represents that it has undertaken and
20 satisfied the requirements of Government Code section 16.5, subdivision (a),
21 paragraphs (1) through (5), and agrees that each other party may rely upon that
22 representation.
23 (E) This Agreement is not conditioned upon the parties conducting the transactions
24 under it by electronic means and either party may sign this Agreement with an original
25 handwritten signature.
26 12.15 Counterparts. This Agreement may be signed in counterparts, each of which is an
27 original, and all of which together constitute this Agreement.
28
13
1 The parties are signing this Agreement on the date stated in the introductory clause.
2
M. ARTHUR GENSLER JR. &ASSOCIATES, COUNTY OF FRESNO
3 INC.
4 ke vtn Rbsm em
K. m t w,en i,m(Sint )1).)9)`) . (PDT'.
5 Kevin Rosenstein, Principal in Charge Ernest Bu ddy Me des, Chairman of the
Board of Supervisors of the County of Fresno
6 500 S. Figueroa St.
Los Angeles, CA 90071 Attest:
7 Bernice E. Seidel
Clerk of the Board of Supervisors
8 County of Fresno, State of California
10 Oeputy
11 For accounting use only:
12 Org No.: 8861
Account No.: 7295
13 Fund No.: 0400
Subclass No.: 10061
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
14
Exhibit A
1 Scope of Services
2 The Consultant shall prepare a County Facilities Master Plan ("Plan") to guide the
3 development and assessment of County properties over the next ten-year timeframe.
4 Development of the Plan will be described as "the Project" in this Scope of Services. The
5 Project will culminate in the development of a comprehensive Plan that addresses the County's
6 current and future needs and provides for the long-term development of countywide services.
7 The Plan shall include a comprehensive and robust evaluation of the County's space utilization
8 and future growth demands, with a specific focus on the downtown Fresno area.
9 The Project shall include a comprehensive space needs assessment bifurcated into two
10 geographic areas, as well as the development of a strategic asset management plan. The focus
11 of the Plan will be on maximizing current spaces and reducing the County's reliance on leased
12 properties, with consideration for the County's needs, including but not limited to: public access
13 and customer service, grounds and site work, outdoor facilities, location of facility, public and
14 employee safety, and list and details of potential renovations to existing County-owned
15 properties.
16 The Plan shall emphasize the preservation, potential redevelopment, and/or adaptive
17 reuse of existing facilities, while also identifying and planning for new facilities to establish the
18 framework for meeting anticipated County facility needs into the future.
19 The Consultant shall be responsible for the development of a Project schedule, with
20 review and written approval by the County in line with County policies, which focuses on critical
21 dependencies and task timeline, including milestones listed below. The Project is anticipated to
22 take between eight and no more than twelve months. The Project schedule updates shall be
23 submitted with the monthly Progress Report.
24 The Consultant shall perform the work as detailed below, including but not limited to the
25 following:
26
27
28
A-1
Exhibit A
1 PHASE 1: PROJECT STARTUP
2 Consultant shall collect and review pertinent background materials, confirm a process
3 and data collection methodology, and create the Plan vision. The first phase will provide a
4 mutual understanding of the process and desired outcomes and ensure that all expectations are
5 aligned.
6 1.1. TEAM ORGANIZATION
7 The core Project leaders shall complete general project startup activities, including the
8 identification and commitment of other individuals from the Consultant team and the County.
9 The following will be established in this step:
10 1. Gensler Project Team - including an outline of specific roles and responsibilities
11 2. County Project Team - the County's working team with primary responsibility for the
12 Project, including the County's primary point of contact
13 3. County Steering Committee - the departmental liaisons and/or senior stakeholders
14 with whom Consultant will conduct working sessions throughout the Project, as well
15 as from whom Consultant may collect and qualify macro level data.
16 1.2. BACKGROUND MATERIALS COLLECTION
17 Working with the County's Project Team, Consultant shall collect relevant background
18 materials and critical data for review and use throughout the Project. Methodologies for
19 acquiring requested data not immediately at hand will be discussed during the Kickoff Meeting
20 (Task 1.3). Consultant shall request materials including, but not limited to:
21 General Information
22 a. Previous County strategic plans;
23 b. Department organization charts and mission statements;
24 c. 5-year historic headcount and square footages by department;
25 d. County budgets for the last 10 years;
26 e. Current approved budget;
27 f. Previous related studies and reports;
28 g. Space standards (current and discontinued);
A-2
Exhibit A
1 h. Real estate indebtedness information;
2 i. Floor plans, Computer Aided Design (CAD) or hard copy format (as needed);
3 j. Site maps, surveys and aerial photos, as available;
4 k. Geographic Information System (GIS) data files;
5 I. Public Health/Social Services customer home address information (anonymous, for
6 GIS analysis); and
7 m. Employee home address information (anonymous, for GIS analysis).
8 Facilities Information
9 a. Current department occupancy by facility (to be validated with departments during
10 Consultant's Data Collection phase);
11 b. Operating costs by facility (janitorial, utilities, debt, etc.);
12 c. Existing appraisals and valuations of owned facilities;
13 d. Parking: financial, real estate, and debt information; stall counts;
14 e. Lease documentation for facilities and parking (existing and projected rent and cost
15 schedule, length of term, number of parking spaces, etc.); and
16 f. Facilities condition assessment information.
17 1.3. KICK-OFF MEETING
18 Consultant shall conduct a Kick-Off Meeting with the County's Project team. The
19 purpose of the meeting is to introduce key personnel, confirm the overall Project approach, and
20 facilitate a discussion of the principal goals. Specific activities include reviewing and confirming
21 the following:
22 a. Consensus on Project goals, conditions, and priority issues;
23 b. Project team roles and responsibilities;
24 c. Project management review meeting schedule (e.g., biweekly meetings) and quality
25 assurance tasks;
26 d. Scope and reach of project (i.e., within Fresno County);
27 e. Data collection approach and process;
28 f. Communication channels;
A-3
Exhibit A
1 g. Key Project deadlines and milestones;
2 h. Project deliverables;
3 i. County Steering Committee member confirmation;
4 j. Baseline planning assumptions; and
5 k. Frequency of requested Executive Summaries.
6 1.4. COUNTY STEERING COMMITTEE WORKSHOP #1 - PROJECT STRATEGIES AND
7 VISION
8 Once the Project process is finalized, Consultant shall facilitate a virtual Project
9 Strategies Workshop with the County Steering Committee to discuss the overall potential of the
10 Project and build consensus among key participants and establish a shared vision and a clear
11 understanding of roles, responsibilities, and expectations for the broader Project team and their
12 respective departments. The workshop will serve to align the County Project Team and County
13 Steering Committee visions for the Project goals, objectives, process, and outcome. The
14 following may be discussed:
15 a. Explain the overall Project, the research process, and expected final outcome;
16 b. Set expectations for the required level of County involvement;
17 c. Discuss the key issues that County and individual departments are facing (i.e.,
18 growth/real estate development requirements, client service delivery
19 changes/challenges, budget deficits/constraints, regulatory requirements,
20 overcrowding/underutilization, parking, technology changes, etc.); and
21 d. Establish preliminary guiding principles for the Strategic Facilities Plan and overall
22 goals for the Project.
23
24 PHASE 2: DATA COLLECTION
25 2.1 EMPLOYEE SURVEY (WORKPLACE PERFORMANCE INDEX)
26 Consultant shall administer an online Workplace Performance Survey to County
27 employees (or a subset thereof) to assess how the County employee workplace does and does
28 not support employee functional needs, both in the office and while working out of the office.
A-4
Exhibit A
1 Data collected will be compared against Consultant's benchmark database to evaluate
2 performance relative to other organizations. Survey results will inform planning and
3 recommendations related to the future of the County's workplace.
4 2.2 DEPARTMENT QUESTIONNAIRE
5 Consultant shall issue an electronic questionnaire to a representative from each
6 department who is well versed in the quantitative aspects of their respective space and facilities.
7 The questions posed will focus on such issues as:
8 a. Department's function and mission;
9 b. Key workload indicators/drivers;
10 c. Projected departmental growth;
11 d. Primary locational requirements;
12 e. Access / circulation / security needs;
13 f. Critical adjacencies with other departments;
14 g. Client/visitor requirements;
15 h. Ability for staff to work remotely;
16 i. Ability to deliver services remotely;
17 j. File storage / record management;
18 k. Meeting & support space requirements;
19 I. Parking —staff& public; and
20 m. Pressing/critical issues at the facility level.
21 Once the questionnaires are completed and returned, Consultant shall conduct follow-up
22 meetings with each representative to review the results and discuss any key issues in more
23 detail (described in the next task).
24 2.3 SENIOR DEPARTMENT LEADERSHIP INTERVIEWS (UP TO 25)
25 Consultant shall conduct face-to-face or virtual interviews with key department leaders to
26 review the completed questionnaires and discuss high-level qualitative issues. Topics will
27 include:
28 a. Overview and background of department and its mission;
A-5
Exhibit A
1 b. External and internal factors that may drive change in the future;
2 c. New organizational and/or business process initiatives being implemented to
3 improve customer service and department performance;
4 d. Planned development projects;
5 e. Major facilities challenges attendant to space, parking, storage, technology, costs,
6 etc.;
7 f. Collocation opportunities and challenges, centralization vs. decentralization, etc.; and
8 g. Review and clarification of questionnaire responses.
9 2.4 SITE TOURS
10 Consultant shall conduct tours of facilities identified by the County to validate layout
11 efficiencies, suitability for the current user, technology, vacancy, overcrowding, storage, and
12 other relevant factors. Consultant shall review any available floor plans along with building
13 condition assessment information provided by the County. Results of assessments shall be
14 factored into Consultant's options and recommendations.
15 2.5 BENCHMARKING
16 Consultant shall analyze recent data from comparable organizations to identify trends in
17 space standards and utilization. This analysis shall inform the development of macro space
18 standards and projection for future space needs.
19
20 PHASE 3: ANALYSIS & FINDINGS
21 Upon completion of the data collection phase, Consultant shall synthesize the
22 information and conduct a series of interactive work sessions with internal staff and County
23 representatives. These sessions shall be designed to review findings, address key issues, and
24 solicit input to refine recommendations.
25 3.1 SERVICE POPULATION AND EMPLOYMENT GROWTH FORECASTS
26 Consultant shall conduct a demographic analysis of the service population to identify
27 trends that may impact future staffing levels in relation to population and employment growth,
28 analyzing statistical patterns, and preparing long-term projections. Consultants shall coordinate
A-6
Exhibit A
1 with the County to align assumptions for future staffing needs by department of service function.
2 The analysis shall include a fixed versus variable staffing trends based on population and
3 employment changes.
4 3.2 MACRO SPACE PROJECTIONS
5 Consultant shall compare the projected growth trends derived from demographic
6 analysis with departmental headcount projections collected through questionaries.
7 Discrepancies shall be reviewed and resolved through a facilitated Findings Workshop with the
8 County. Consultant shall apply agreed-upon macro space standards to forecast future square
9 footage needs. If current macro space standards are outdated or unavailable, Consultant shall
10 develop updated standard based on industry benchmarks and emerging trends.
11 3.3 EMPLOYEE COMMUTE ANALYSIS
12 Consultant shall analyze de-personalized employee home address/zip code information
13 (maintaining all necessary confidentiality requirements) using GIS technology to determine
14 existing commute patterns to employee work locations. This analysis will help inform the
15 location of potential new facilities, if any.
16 3.4 CASELOAD DENSITY ANALYSIS
17 Consultant shall prepare a caseload density map utilizing caseload data provided by the
18 County for its client-facing Public Health and Social Services locations to help determine if there
19 are any areas within Fresno County where services or facilities are in short supply, as well as
20 the likely commute patterns for clients needing to visit County facilities to receive services.
21 Where applicable, mapping and analysis shall incorporate external factors, such as regional
22 demographic shifts and existing/planned public transportation corridors. While virtual service
23 delivery is increasing, Consultant acknowledges that client proximity remains a critical factor in
24 service planning. The Consultant shall analyze client distribution data provided by the County to
25 support consolidation or relocation considerations. The County may provide caseload data as
26 anonymous customer address points or as a larger geographic unit (e.g., zip code, census
27 track, census block, etc.).
28
A-7
Exhibit A
1
2 3.5 DEMAND AND SUPPLY GAP ANALYSIS
3 Consultant shall outline the gaps between the existing County supply of facilities and the
4 demands for space dictated by department operations and growth. Consultant's analysis shall
5 be one of the key drivers in determining the future direction of the County portfolio as Consultant
6 develops master planning options in the next phase. Consultant shall also evaluate the potential
7 impact of continued work from home post-pandemic, and how that impacts the amount of space
8 required to house County employees.
9 3.6 OCCUPANCY COST ANALYSIS
10 A base case, status quo model of current "occupancy costs" shall be developed by
11 Consultant to include utility expenses, maintenance and janitorial costs, insurance costs,
12 replacement reserves, debt service or bond payments, and rent for County facilities. The
13 analysis will provide a baseline on which to compare the alternative future state scenarios
14 developed in the next phase. The costs will be expressed in inflation-adjusted dollars relative to
15 historical headcounts and the occupied building space (e.g., costs per workstation, per square
16 foot as well as total costs by type of facility and department/function). Projected lease costs will
17 be estimated based on information about terms of leases on the assumption they are
18 maintained. The alternative case analysis performed later in the study will include an
19 identification of the effect on occupancy costs of realigning the County's portfolio through
20 expansions, consolidations, and relocations.
21 3.7 DISPOSITION ANALYSIS
22 Consultant shall complete the following principal tasks on up to three County-owned
23 sites/properties on or near Courthouse Park in order to evaluate the adaptive re-use and
24 redevelopment disposition potential of County-owned sites determined to not be needed for
25 County functions. Additional properties may be evaluated as Project progresses, as agreed in
26 writing by the County and Consultant.
27
28
A-8
Exhibit A
1 3.7.A POTENTIAL USE OPTIONS
2 Consultant shall confer with County and other stakeholders as relevant to hypothesize
3 new use options and potential disposition for re-use of buildings or demolition and new
4 construction or other forms of redevelopment. Consultant shall identify pertinent policies and
5 regulations that would govern the amount and type of space that could be created. Consultant
6 shall conduct preliminary due diligence to identify physical conditions, utilities etc. that would
7 influence how much and what type of space could be created.
8 3.7.13 MARKET STUDIES
9 Consultant shall conduct market studies to forecast likely demand for relevant uses of
10 County-owned properties determined to no longer be needed for County functions. For all uses,
11 Consultant shall draw on local insight by interviewing knowledgeable individuals and study local
12 and regional data on employment, population, and development trends. The market analysis
13 shall identify the market niches generating demand and the type of products that are most
14 needed and are likely to be profitable.
15 3.7.0 ALTERNATIVE DEVELOPMENT OPTIONS
16 Consultant shall prepare conceptual reuse alternatives for the County-owned sites
17 identified in the previous task. Where applicable, Consultant shall identify potential approximate
18 building sizes and parking requirements to inform redevelopment costs.
19 3.7.1) LAND VALUE/REVENUE GENERATION ESTIMATES
20 Consultant shall estimate the feasibility and land/building value that would be supported
21 by each of the development options identified in the previous task. For each scenario, the
22 estimated costs of adaptive re-use or redevelopment will be considered along with annual
23 operating costs, income producing rents or sales prices. Forecasted absorption factors will also
24 be considered to synthesize the real estate economics of each re-use or redevelopment option.
25 3.7.E PREFERRED DISPOSITION STRATEGY
26 Consultant shall synthesize the tasks outlined above to identify the preferred
27 redevelopment/re-use options and disposition marketing strategies. For each alternative,
28 Consultant shall evaluate associated advantages and disadvantages, including potential trade-
A-9
Exhibit A
1 offs related to regulatory timelines, marketability, and strategic sequencing. Consultant shall
2 assess the appropriateness of marketing individual sites at specific intervals and may
3 recommend the issuance of"Requests for Proposals" to various target user and
4 developer/investor markets, subject to any applicable legal constraints. Consultant may present
5 multiple development scenarios in recognition of market, financial, political perspectives.
6 Consultant's strategy shall demonstrate potential value based on feasible land use and
7 civic goals, allowing flexibility for developers to propose enhancements. This approach is
8 intended to maximize bidder interest and optimize both economic and community outcomes.
9 3.7.F PROPERTY DISPOSAL POLICY
10 Consultant shall develop and recommend a property disposal policy along with a
11 preliminary ranking of the sites for their disposition value potential and identification of next
12 steps in the planning and implementation of the dispositions that will also reflect the constraints
13 of the Surplus Land Act and the Government Code.
14 3.8. ADDITIONAL FACILITIES MASTER PLAN RESEARCH AND SYNTHESIS
15 Consultant shall synthesize findings from prior tasks to inform the ongoing analysis. As
16 part of this activity, Consultant shall incorporate relevant insights gathered to date and augment
17 the analysis with additional on-site reconnaissance at County facilities, with specific
18 departments or in further researching relevant workplace and service delivery trends.
19 3.9 COUNTY STEERING COMMITTEE WORKSHOP #2: FINDINGS
20 Consultant shall facilitate a second meeting with the Steering Committee to present
21 findings culled from the activities to date. The meeting shall focus on the current supply of
22 County facilities, the demand for space based on Consultant surveys and interviews, and the
23 gap between supply and demand, expressed as facility needs. Input gathered during this
24 meeting shall inform the development of options and scenarios in the subsequent project phase.
25
26
27
28
A-10
Exhibit A
1 PHASE 4: OPTIONS DEVELOPMENT
2 Consultant shall develop the framework for the Plan by synthesizing data and findings
3 from all preceding tasks. This phase will serve as the basis for generating informed
4 recommendations and scenarios development aligned with the project's goals and objectives.
5 4.1 DEVELOP SUITABLE ALTERNATIVES
6 Consultant shall develop up to three (3) comprehensive planning scenarios for County -
7 owned properties. Scenarios shall address site conditions, service delivery models,
8 programmatic requirements, and facility-related considerations, and shall be informed by
9 feedback obtained during the second Steering Committee Workshop. Each scenario shall
10 illustrate projected staff growth, associated space requirements, key adjacencies and
11 separations, infrastructure needs, and parking capacity through a series of summary diagrams
12 reflecting both existing conditions and anticipated development across a ten-year planning
13 horizon.
14 Consultant shall also identify any land or facilities that are not currently projected to be
15 needed for use by County departments. This task will also include preliminary planning for
16 potential new County Administration and Sheriff headquarters buildings in the Downtown Fresno
17 area, as well as relevant facilities in the "Outlying County Areas." The following aspects will be
18 considered:
19 a. Potential new building location(s);
20 b. Parking requirements;
21 c. Facility conditions;
22 d. Security needs;
23 e. Potential "hybrid" work model;
24 f. Current and projected space needs;
25 g. Current space utilization;
26 h. Customer service and office locations;
27 i. Organizational and cultural drivers;
28 j. Departmental adjacencies;
A-11
Exhibit A
1 k. Service delivery geography;
2 I. Staff retention and recruitment;
3 m. Sustainable strategies; and
4 n. Quality of the workspace.
5 The planning scenarios shall reflect functional needs, fiscal constraints, and the planning
6 and development principles established in earlier phases of the engagement. Each scenario
7 shall incorporate considerations related to funding source limitations, project departmental
8 growth, and operational priorities. Consultant shall concurrently evaluate opportunities for
9 workforce accommodation, department consolidation, collocation potential, future service
10 delivery models, parking adequacy, and other facility-related operational needs.
11 4.2 ROUGH ORDER OF MAGNITUDE CONSTRUCTION COST ESTIMATES
12 Consultant shall develop high-level construction cost estimates for the master plan
13 scenarios being put forward for consideration. Cost shall include demolition, site clearance, hard
14 construction, soft costs, and contingencies.
15 4.3 FUNDING STRATEGIES
16 Consultant shall confer with appropriate County representatives to identify the potential
17 for utilizing debt financing, certificates of participation, or public-private partnerships for funding
18 the future state scenarios, which could include any combination of facility renovations, new
19 construction, expansion, or purchase of existing land and facilities. Consultant shall identify the
20 timing and financing techniques and funding sources necessary to implement the recommended
21 Plan alternatives. Consultant's approach shall be able to create a quantitative/qualitative matrix
22 to evaluate the advantages and disadvantages of each strategic funding option from which to
23 select the optimal viable strategies.
24 4.4 FINANCIAL ANALYSIS
25 Consultant shall create an Excel-based cash flow model to quantify future occupancy
26 costs likely to be associated with alternative lease reduction/expiration, facility renovation or
27 construction scenarios as described in the scenarios emerging from the previous task. Future
28 cost estimates will include both operating and capital expenditures and will reflect debt financing
A-12
Exhibit A
1 assumptions to be developed in consultation with County staff and/or public finance advisors, as
2 applicable. A comparison between the "base case" occupancy costs (i.e., status-quo) developed
3 in the previous phase to alternative scenarios will identify areas of potential savings or
4 increased expenditure. The financial analysis shall also help to identify future capital funding
5 requirements and the impacts of differing financing or delivery arrangements (e.g., bond issues,
6 certificates for participation, sale-leaseback). The alternative scenarios and comparison to the
7 base case will also reflect potential revenue generation or reduction in operating and capital
8 costs attributable to the disposition and redevelopment of properties no longer needed to house
9 County workers or functions.
10 4.5 COUNTY STEERING COMMITTEE WORKSHOP #3: OPTIONS REVIEW
11 Consultant shall facilitate a third meeting with the County Steering Committee to
12 evaluate alternative real estate planning scenarios. Consultant shall coordinate with the County
13 to determine the appropriate and desired level of County involvement in narrowing the list of
14 options.
15
16 PHASE 5: FINAL DOCUMENTATION
17 All reports prepared by Consultant shall be delivered as an Adobe PDF file, enabling the
18 County to produce hard copies as needed. Consultant shall also deliver relevant Excel files, GIS
19 datasets, and other documents created for this Project, as requested.
20 5.1 DRAFT FACILITIES MASTER PLAN REPORT
21 Consultant shall document the feedback from the previous Workshop #3 to develop a
22 Draft Plan Report ("Draft Report") for the County to review. The Draft Report shall address,
23 among other items, the following:
24 a. Current and Projected Space Needs;
25 b. Customer Service and Office Locations;
26 c. Existing Facility Conditions;
27 d. Organizational and Cultural Drivers;
28 e. Departmental Adjacencies;
A-13
Exhibit A
1 f. Service Delivery Geography;
2 g. Staff Retention and Recruitment;
3 h. Quality of the Workspace;
4 i. County Demographic Changes;
5 j. Current and Projected Occupancy Costs;
6 k. Real Estate Markets and the Economy;
7 I. Due Diligence Concerns;
8 m. Financial Considerations; and
9 n. Land Consolidation.
10 5.2 FINAL FACILITIES MASTER PLAN REPORT
11 After review by the County, Consultant shall revise the Draft Report to include all
12 feedback and comments and develop a Final Plan which shall include:
13 a. Executive Summary;
14 b. Project/Process Narrative;
15 c. Planning and Development Principles;
16 d. Existing Conditions summary;
17 e. Program Requirements;
18 f. Options and Recommendations;
19 g. Financial Analysis;
20 h. Development Guidelines/Criteria; and
21 i. Costs
22 5.3 IMPLEMENTATION GUIDE
23 Included in the Final Plan will be a discussion of the activities associated with
24 implementing the Plan that shall inform the County's capital improvements planning, including:
25 a. An implementation timeline, summarizing activities and potential future expenditures;
26 b. Development priorities, reflective of those identified by the County; and
27 c. Change management activities to consider.
28
A-14
Exhibit A
1 5.4 BOARD OF SUPERVISORS PRESENTATION DOCUMENT
2 Consultant shall prepare an Executive Summary document that distills the Plan process,
3 key findings, and recommendations into a presentation deemed suitable by the County, but not
4 to exceed 30 minutes. Consultant shall present the Final Plan to the Board of Supervisors upon
5 request by the County.
6 5.5 PROJECT SCHEDULE AND DELIVERABLES
7 Consultant shall complete the Project according to the following milestone schedule.
8 This schedule establishes baseline target dates for project deliverables.
9 Consultant acknowledges that final review period, County Steering Committee
10 availability, Board of Supervisor's meeting dates, or unforeseen County administrative delays
11 may impact the Project schedule:
12
13 Milestone Phase Description Target Completion
1 1 Project Startup Within 30 days
14 2 2 Data Collection Within 75 days
15 3 3 Analysis & Findings Within 150 days
4 4 Options Development Within 210 days
16 5a 5 Draft Submission and Finalization Within 210 days
17 5b 5 Presentation to Board of Supervisors Within 270 days
6 Contract Closeout Within 365 days
18
19 5.6 KEY PERSONNEL AND SUBCONSULTANTS
20 The Consultant shall assign the following key personnel ("Key Personnel") to this project:
21 a. Kevin Rosenstein, Principal in Charge
22 b. Paul Natzke, Project Director
23 c. Doug Hund, Strategy Lead
24 The Consultant shall also utilize the following subconsultants, who are also Key Personnel, in
25 performance of this Project:
26 1. Gruen Gruen + Associates LLC, economic analysis
27 Key Personnel from subconsultant include:
28 a. Aaron Gruen, Esq., Founding Principal Economist
b. Debra Jean, Principal Economist
A-15
Exhibit A
1 c. Andrew Ratchford, Senior Economist
2 2. KPJ Consulting, cost estimating
3 Key Personnel from subconsultant include:
4 a. Phillip Mathur, Senior Cost Estimator/Principal
5 3. Asset Strategies, real estate strategy
6 Key personnel from subconsultant include:
7 a. Judith Frank, Real Estate Strategist/Principal
8 Consultant shall submit a written request to the County for any proposed substitution or
9 reassignment of the named Key Personnel, whether employed by the Consultant or a
10 subconsultant. No substitution or reassignment of Key Personnel shall be made without the
11 County's prior written approval from the County Administrative Officer or their designee.
12 Substitute personnel must possess qualifications and experience substantially equivalent to
13 those of the Key Personnel being replaced. The Consultant may assign additional support staff,
14 including staff from subconsultants, provided such personnel do not replace or perform in lieu of
15 the Key Personnel named in this Agreement.
16 5.7 MODIFICATIONS TO APPROACH
17 The County may direct reasonable modifications to the Consultant's proposed
18 methodology, work plan, or task sequencing as necessary to better meet Project objectives.
19 Such modifications shall not be considered a change in scope or grounds for additional
20 compensation, provided they do not materially increase the overall level of effort.
21 5.8 WORK AUTHORIZATION REQUIREMENT
22 The Consultant shall not perform any work outside this Scope of Work or incur any costs
23 beyond those authorized in Exhibit B and Exhibit B-1 without prior written approval from the
24 County.
25 5.9 OWNERSHIP OF WORK PRODUCT
26 All reports, analyses, drawings, models, data, presentation, and other material
27 developed by the Consultant and subconsultants under this Agreement shall become the
28
A-16
Exhibit A
1 property of the County upon completion of the Project. The County shall have full unrestricted
2 rights to use, reproduce, modify, distribute, and publish all such work products for any purpose.
3 5.10 CONFIDENTIALITY OF DATA
4 The Consultant agrees to maintain the confidentiality of all non-public data, records,
5 documents, and other information received, developed, or generated in connection with this
6 Agreement, including but not limited to personnel information, proprietary agency materials,
7 internal communications, and sensitive operational data ("Confidential Information").
8 The Consultant shall not disclose, release, or disseminate such Confidential Information
9 to any third party without the prior written consent of the County, except as may be required by
10 law. The Consultant shall ensure that its employees, subcontractors, and agents are bound by
11 confidentiality obligations no less restrictive than those contained herein.
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
A-17
Exhibit B
The total compensation for all services performed by Consultant under this Agreement shall
not exceed $642,195, inclusive of all labor charges and reimbursable expenses. This is a not-to-
exceed amount, and includes all services, labor, materials, overhead, and approved reimbursable
expenses.
Compensation for services shall be based on the actual hours worked by Consultant and its
approved subcontractors billed at the hourly rates set below. Only actual, reasonable, and necessary
out-of-pocket expenses directly related to the execution of the Scope of Services will be considered
for reimbursement.
The County may adjust the allocation of funds between labor costs and reimbursable
expenses, provided the maximum Agreement amount of$642,195 is not exceeded. In no event shall
reimbursable expenses exceed $10,000.
The County shall withhold, from each invoiced payment amount to the Consultant, an amount
equal to ten percent (10%) of the payment. Such retained amount shall be held by the County and
only released to the Consultant upon the County's determination that the Consultant has satisfactorily
completed all of the required services and fulfilled all terms of the Agreement.
Staff Title Rate($/hr) #Hours Total Cost
GENSLER
Principal In Charge $350 65 $22,750
Project Director $300 159 $47,700
Project Manager $250 364 $91,000
Senior Strategist $200 638 $127,600
Analyst $175 992 $173,600
GIS Support $175 48 $8,400
Gensler Totals 2,266 $471,050
GRUEN GRUEN+ASSOCIATES
Principal $325 173 $56,225
Senior Analyst $220 276 $60,720
GG+A Totals 449 $116,945
KPJ CONSULTING $195 110 $21,450
ASSET STRATEGIES $250 91 $22,750
TEAM TOTALS 2,916 $632,195
Estimated Reimbursable Expenses $10,000
TOTAL PROJECT COST $642,195
B-1
Exhibit B-1
Task and Deliverables Cost Worksheet
The Consultant must complete the Cost Worksheet by filling in the yellow fields, and ensure that all totals sum correctly prior to submitting their
Invoice. A complete Cost Worksheet includes, but is not limited to, providing the hourly rate and the number of hours for completing each of the
Deliverables for the initial term of services as stated in Exhibit A-Scope of Services.
Subcontracted Estimated
Position Number Term Sub
Deliverables* Staff's Name Staff's Role Staff Person? Hourly Rate Completion
Classification (Yes or No) of Hours Total Date
(assuming a
9/23/2025 start
Kevin Rosenstein Project Principal in NO $ 350.00 10 $ 3,500.00
Principal Charge
Paul Natzke Project Project Director NO $ 300.00 16 $4,800.00
Director
Michael Adkins Project Project Manager NO $ 250.00 16 $4,000.00
Manager
Doug Hund Senior Senior Strategist NO $ 200.00 42 $ 8,400.00
Strategist
Mithila Kedambadi Analyst Analyst NO $ 175.00 60 $ 10,500.00
Phase 1
Aaron Gruen Principal Principal Yes $ 325.00 6 $ 1,950.00
Analyst
Debra Jeans Principal Principal Yes $ 325.00 6 $ 1,950.00
Economist
Andy Ratchford Senior Analyst Senior Analyst Yes $ 220.00 6 $ 1,320.00
Judy Frank Real Estate Principal Yes $ 250.00 5 $ 1,250.00
Strategist
Deliverable Phase 1 Subtotal $ 37,670.00 Phase 1
10/17/2025
Kevin Rosenstein Project Principal in NO $ 350.00 11 $ 3,850.00
Principal Charge
Phase 2 Paul Natzke Project Project Director NO $ 300.00 15 $4,500.00
Director
Michael Adkins Project Project Manager NO $ 250.00 99 $ 24,750.00
Manager
B-1- 1
Exhibit B-1
Doug Hund Senior Senior Strategist NO $ 200.00 ill $ 22,200.00
Strategist
Mithila Kedambadi Analyst Analyst NO $ 175.00 175 $ 30,625.00
Aaron Gruen Principal Principal Yes $ 325.00 3 $ 975.00
Analyst
Debra Jeans Principal Principal Yes $ 325.00 3 $ 975.00
Economist
Andy Ratchford Senior Analyst Senior Analyst Yes $ 220.00 3 $ 660.00
Judy Frank Real Estate Principal Yes $ 250.00 43 $ 10,750.00
Strategist
Deliverable Phase 2 Subtotal $ 99,285.00 Phase2
11/21/2025
Kevin Rosenstein Project Principal in NO $ 350.00 20 $ 7,000.00
Principal Charge
Paul Natzke Project Project Director NO $ 300.00 48 $ 14,400.00
Director
Michael Adkins Project Project Manager NO $ 250.00 82 $ 20,500.00
Manager
Doug Hund Senior Senior Strategist NO $ 200.00 166 $ 33,200.00
Strategist
Mithila Kedambadi Analyst Analyst NO $ 175.00 278 $48,650.00
Phase 3 Aaron Hursey GIS Analyst GIS Analyst NO $ 175.00 48 $ 8,400.00
Aaron Gruen Principal Principal Yes $ 325.00 54 $ 17,550.00
Analyst
Debra Jeans Principal Principal Yes $ 325.00 35 $ 11,375.00
Economist
Andy Ratchford Senior Analyst Senior Analyst Yes $ 220.00 200 $44,000.00
Judy Frank Real Estate Principal Yes $ 250.00 4 $ 1,000.00
Strategist
Deliverable Phase 3 Subtotal $206,075.00 Phase 3
1/31/2026
B-1 - 2
Exhibit B-1
Kevin Rosenstein Project Principal in NO $ 350.00 10 $ 3,500.00
Principal Charge
Paul Natzke Project Project Director NO $ 300.00 44 $ 13,200.00
Director
Michael Adkins Project Project Manager NO $ 250.00 84 $ 21,000.00
Manager
Doug Hund Senior Senior Strategist NO $ 200.00 164 $ 32,800.00
Strategist
Mithila Kedambadi Analyst Analyst NO $ 175.00 244 $42,700.00
Phase 4 Aaron Gruen Principal Principal Yes $ 325.00 24 $ 7,800.00
Analyst
Debra Jeans Principal Principal Yes $ 325.00 20 $ 6,500.00
Economist
Andy Ratchford Senior Analyst Senior Analyst Yes $ 220.00 56 $ 12,320.00
Judy Frank Real Estate Principal Yes $ 250.00 20 $ 5,000.00
Strategist
Philip Mathur Senior Cost Principal YES $ 195.00 110 $ 21,450.00
Manager
Deliverable Phase 4 Subtotal $ 166,270 Phase 4
4/10/2026
Kevin Rosenstein Project Principal in NO $ 350.00 14 $4,900.00
Principal Charge
Paul Natzke Project Project Director NO $ 300.00 36 $ 10,800.00
Director
Michael Adkins Project Project Manager NO $ 250.00 83 $ 20,750.00
Manager
Phase 5 Doug Hund Senior Senior Strategist NO $ 200.00 155 $ 31,000.00
Strategist
Mithila Kedambadi Analyst Analyst NO $ 175.00 235 $41,125.00
Aaron Gruen Principal Principal Yes $ 325.00 11 $ 3,575.00
Analyst
Debra Jeans Principal Principal Yes $ 325.00 11 $ 3,575.00
Economist
B-1 - 3
Exhibit B-1
Andy Ratchford Senior Analyst Senior Analyst Yes $ 220.00 11 $2,420.00
Judy Frank Real Estate Principal Yes $ 250.00 19 $4,750.00
Strategist
Deliverable Phase 5 Subtotal $ 122,895.00 Phase 5
5/15/2026
Reimbursable Expenses (Limit$10,000) $ 10,000.00
Expenses can include (but may not be limited to) such items as travel expenses (lodging, taxi, car rental, airfare, food, etc.),
plotting, printing, reproduction, etc.
Reimbursable Expenses Subtotal Cost $ 10,000.00
Subtotal Costs + Reimbursable Expenses = TOTAL COST $ 642,195.00
Note: The County shall withold, from each invoiced payment amount to the Consultant, an amount equal to ten percent (10%) of the payment. Such
retained amount shall be held by the County and only released to the Consultant upon the County's determination that the Consultant has
satisfactorily completed all of the required services under the Agreement.
B-1 - 4
Exhibit C
Self-Dealing Transaction Disclosure Form
In order to conduct business with the County of Fresno ("County"), members of a Contractor's board
of directors ("County Contractor"), must disclose any self-dealing transactions that they are a party to
while providing goods, performing services, or both for the County. A self-dealing transaction is
defined below:
"A self-dealing transaction means a transaction to which the corporation is a party and in
which one or more of its directors has a material financial interest."
The definition above will be used for purposes of completing this disclosure form.
Instructions
(1) Enter board member's name, job title (if applicable), and date this disclosure is being made.
(2) Enter the board member's company/agency name and address.
(3) Describe in detail the nature of the self-dealing transaction that is being disclosed to the
County. At a minimum, include a description of the following:
a. The name of the agency/company with which the corporation has the transaction; and
b. The nature of the material financial interest in the Corporation's transaction that the
board member has.
(4) Describe in detail why the self-dealing transaction is appropriate based on applicable
provisions of the Corporations Code.
The form must be signed by the board member that is involved in the self-dealing transaction
described in Sections (3) and (4).
C-1
Exhibit C
Self-Dealing Transaction Disclosure Form
(1) Company Board Member Information:
Name: Date:
Job Title:
(2) Company/Agency Name and Address:
(3) Disclosure (Please describe the nature of the self-dealing transaction you are a
party to)
(4) Explain why this self-dealing transaction is consistent with the requirements of
Corporations Code § 5233 (a)
(5) Authorized Signature
Signature: Date:
C-2
Exhibit D
Insurance Requirements
1. Required Policies
Without limiting the County's right to obtain indemnification from the Consultant or any third
parties, Consultant, at its sole expense, shall maintain in full force and effect the following
insurance policies throughout the term of this Agreement.
(A) Commercial General Liability. Commercial general liability insurance with limits of not
less than Two Million Dollars ($2,000,000) per occurrence and an annual aggregate of
Four Million Dollars ($4,000,000). This policy must be issued on a per occurrence basis.
Coverage must include products, completed operations, property damage, bodily injury,
personal injury, and advertising injury. The Consultant shall obtain an endorsement to
this policy naming the County of Fresno, its officers, agents, employees, and volunteers,
individually and collectively, as additional insureds, but only insofar as the operations
under this Agreement are concerned. Such coverage for additional insureds will apply as
primary insurance and any other insurance, or self-insurance, maintained by the County
is excess only and not contributing with insurance provided under the Consultant's
policy.
(B) Automobile Liability. Automobile liability insurance with limits of not less than One
Million Dollars ($1,000,000) per occurrence for bodily injury and for property damages.
Coverage must include any auto used in connection with this Agreement.
(C)Workers Compensation. Workers compensation insurance as required by the laws of
the State of California with statutory limits.
(D) Employer's Liability. Employer's liability insurance with limits of not less than One
Million Dollars ($1,000,000) per occurrence for bodily injury and for disease.
(E) Professional Liability. Professional liability insurance with limits of not less than One
Million Dollars ($1,000,000) per occurrence and an annual aggregate of Three Million
Dollars ($3,000,000). If this is a claims-made policy, then (1)the retroactive date must
be prior to the date on which services began under this Agreement; (2) the Consultant
shall maintain the policy and provide to the County annual evidence of insurance for not
less than five years after completion of services under this Agreement; and (3) if the
policy is canceled or not renewed, and not replaced with another claims-made policy
with a retroactive date prior to the date on which services begin under this Agreement,
then the Consultant shall purchase extended reporting coverage on its claims-made
policy for a minimum of five years after completion of services under this Agreement.
2. Additional Requirements
(A) Verification of Coverage. Within 30 days after the Consultant signs this Agreement,
and at any time during the term of this Agreement as requested by the County's Risk
Manager or the County Administrative Office, the Consultant shall deliver, or cause its
broker or producer to deliver, to the County Risk Manager, at 2220 Tulare Street, 16th
Floor, Fresno, California 93721, or HRRiskManagement@fresnocountyca.gov, and by
mail or email to the person identified to receive notices under this Agreement,
D-1
Exhibit D
certificates of insurance and endorsements for all of the coverages required under this
Agreement.
(i) Each insurance certificate must state that: (1) the insurance coverage has been
obtained and is in full force; (2) the County, its officers, agents, employees, and
volunteers are not responsible for any premiums on the policy; and (3) the
Consultant has waived its right to recover from the County, its officers, agents,
employees, and volunteers any amounts paid under any insurance policy
required by this Agreement and that waiver does not invalidate the insurance
policy.
(ii) The commercial general liability insurance certificate must also state, and include
an endorsement, that the County of Fresno, its officers, agents, employees, and
volunteers, individually and collectively, are additional insureds insofar as the
operations under this Agreement are concerned. The commercial general liability
insurance certificate must also state that the coverage shall apply as primary
insurance and any other insurance, or self-insurance, maintained by the County
shall be excess only and not contributing with insurance provided under the
Consultant's policy.
(iii) The automobile liability insurance certificate must state that the policy covers any
auto used in connection with this Agreement.
(iv) The professional liability insurance certificate, if it is a claims-made policy, must
also state the retroactive date of the policy, which must be prior to the date on
which services began under this Agreement.
(B) Acceptability of Insurers. All insurance policies required under this Agreement must be
issued by admitted insurers licensed to do business in the State of California and
possessing at all times during the term of this Agreement an A.M. Best, Inc. rating of no
less than A: VI I.
(C) Notice of Cancellation or Change. For each insurance policy required under this
Agreement, the Consultant shall provide to the County or ensure that the policy requires
the insurer to provide to the County, written notice of any cancellation or change in the
policy as required in this paragraph. For cancellation of the policy for nonpayment of
premium, the Consultant shall, or shall cause the insurer to, provide written notice to the
County not less than 10 days in advance of cancellation. For cancellation of the policy
for any other reason, and for any other change to the policy, the Consultant shall, or
shall cause the insurer to, provide written notice to the County not less than 30 days in
advance of cancellation or change. The County in its sole discretion may determine that
the failure of the Consultant or its insurer to timely provide a written notice required by
this paragraph is a breach of this Agreement.
(D) County's Entitlement to Greater Coverage. If the Consultant has or obtains insurance
with broader coverage, higher limits, or both, than what is required under this
Agreement, then the County requires and is entitled to the broader coverage, higher
limits, or both. To that end, the Consultant shall deliver, or cause its broker or producer
to deliver, to the County's Risk Manager certificates of insurance and endorsements for
D-2
Exhibit D
all of the coverages that have such broader coverage, higher limits, or both, as required
under this Agreement.
(E) Waiver of Subrogation. The Consultant waives any right to recover from the County, its
officers, agents, employees, and volunteers any amount paid under the policy of
worker's compensation insurance required by this Agreement. The Consultant is solely
responsible to obtain any policy endorsement that may be necessary to accomplish that
waiver, but the Consultant's waiver of subrogation under this paragraph is effective
whether or not the Consultant obtains such an endorsement.
(F) County's Remedy for Consultant's Failure to Maintain. If the Consultant fails to keep
in effect at all times any insurance coverage required under this Agreement, the County
may, in addition to any other remedies it may have, suspend or terminate this
Agreement upon the occurrence of that failure, or purchase such insurance coverage,
and charge the cost of that coverage to the Consultant. The County may offset such
charges against any amounts owed by the County to the Consultant under this
Agreement.
(G)Subcontractor. The Consultant shall require and verify that all subcontractors used by
the Consultant to provide services under this Agreement maintain insurance meeting all
insurance requirements provided in this Agreement. This paragraph does not authorize
the Consultant to provide services under this Agreement using subcontractors.
D-3
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Vendors, Volunteers and Student Interns
PolicyFresno County Probation Department
309 NEW JJC Policy Manual
Vendors, Volunteers and Student Interns
309.1 PURPOSE AND SCOPE
This policy establishes guidelines for using Fresno County Probation Department (Department)
vendors, volunteers, and student interns, to supplement and assist Department personnel in their
duties. Vendors and volunteers are staff members who can augment Department personnel and
help complete various tasks.
309.1.1 DEFINITIONS
Definitions related to this policy include:
Student intern -A college, university, or graduate student gaining practical experience in a chosen
field while performing services the intern's field while under supervision.
Vendor-An individual representing a company, outside agency, or non-profit organization, who is
assigned to one of our facilities, performs a service for the Department, and may receive
compensation for services rendered.
Volunteer-An individual who performs a service for the Department without promise, expectation,
or receipt of compensation for services rendered. This may include unpaid chaplains and student
interns.
309.2 POLICY
The Department shall ensure that vendors, volunteers and student interns are properly appointed,
trained, and supervised to carry out specified tasks and duties in order to create an efficient
Department and improve services to the community.
309.3 ELIGIBILITY
Requirements for participation as a vendor, volunteer or student intern for the Department may
include but are not limited to:
(a) Being at least 18 years of age.
(b) Possession of liability insurance for any personally owned equipment, vehicles, or
animals utilized during volunteer or student intern work.
(c) No conviction of a felony, any crime of a sexual nature or against children, any crime
related to assault or violence, any crime related to dishonesty, or any crime related to
impersonating a law enforcement officer.
(d) Ability to meet physical requirements reasonably appropriate to the assignment.
(e) A background history and character suitable for a person representing the Department,
Copyright Lexipol,LLC 2025/07/14,All Rights Reserved. E-1 Vendors,Volunteers and Student Interns
Published with permission by Fresno County Probation
Department
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Vendors, Volunteers and Student Interns
as validated by a background investigation.
The Chief Probation Officer or the authorized designee may allow exceptions to these eligibility
requirements based on organizational needs and the qualifications of the individual.
309.4 RECRUITMENT, SELECTION, AND APPOINTMENT
The Department shall endeavor to recruit and appoint only those applicants who meet the high
ethical, moral, and professional standards set forth by this Department.
309.4.1 RECRUITMENT
Volunteers and student interns are recruited on a continuous basis consistent with Department
policy on equal opportunity, nondiscriminatory employment terms. A primary qualification for
participation in the application process should be an interest in and an ability to assist the
Department in serving the public.
Requests for volunteers and student interns should be submitted in writing by interested
Department staff members to the Probation Human Resources Unit through the requester's
immediate supervisor. A complete description of the volunteer's or intern's duties and a requested
time frame should be included in the request. All Department staff members should understand
that the recruitment of volunteers and student interns is enhanced by creative and interesting
assignments.
Vendors are recruited/selected in accordance with the Fresno County Purchasing Office contract/
agreement process.
309.4.2 SELECTION
Vendor, volunteer and student intern candidates shall successfully complete the following process
before appointment:
(a) Submit the appropriate written application.
(b) Current TB skin test (completed within the last 6 months).
(c) Successfully complete an appropriate-level background investigation, which may
include fingerprinting, and/or obtaining information from local, state, federal and
Department of Motor Vehicle databases.
309.4.3 APPOINTMENT
Volunteers and student interns shall be placed only in assignments or programs consistent with
their knowledge, skills, and abilities and the needs of the Department. Volunteers' and student
interns' interests will be considered when placed in assignments.
Volunteers and student interns serve at the discretion of the Chief Probation Officer.
Vendors are appointed and placed in accordance with the Fresno County Purchasing Office
contract/agreement.
309.5 IDENTIFICATION
As representatives of the Department, vendors, volunteers and student interns are responsible for
presenting a professional image to the community. Vendors, volunteers and student interns shall
dress appropriately for the conditions and performance of their duties, in compliance with Personal
Appearance Standards and Uniform and Non-Uniform attire policies unless excluded by the
Copyright Lexipol,LLC 2025/07/14,All Rights Reserved. E-2 Vendors,Volunteers and Student Interns
Published with permission by Fresno County Probation
Department
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Vendors, Volunteers and Student Interns
Department. Necessary safety equipment will be provided.
Vendor, volunteers and student interns will be issued Department identification cards, which must
be carried at all times while on-duty. The identification cards will be the standard Department
identification cards, except that "Volunteer" or"Student Intern" will be indicated on the cards.
309.6 PERSONNEL WORKING AS STUDENT INTERNS
Qualified regular Department personnel, when authorized, may also serve as student interns.
However, this Department shall not utilize the services of student interns such a way that it would
violate employment laws or collective bargaining agreements or memorandums of understanding
(e.g., an officer participating as a student intern for reduced or no pay). Therefore, staff members
shall consult with the Personnel Unit prior to allowing regular department personnel to serve in a
student intern capacity (29 CFR 553.30).
309.7 PROBATION HUMAN RESOURCES UNIT
The function of the Probation Human Resources Unit is to provide a central coordinating point for
effective volunteer management within the Department, and to direct and assist efforts to jointly
provide more productive volunteer services.
The responsibilities of the Probation Human Resources Unit include but are not limited to:
(a) Recruiting, selecting, and training qualified volunteers and student interns.
(b) Maintaining records for each vendor, volunteer and student interns.
(c) Completing and disseminating, as appropriate, all necessary paperwork and
information.
(d) Maintaining a liaison with colleges and universities that provide student interns to
promote the intern program with both students and the educational system.
(e) Maintaining volunteer and student intern orientation and training materials and
outlining expectations, policies, and responsibilities for all volunteers and student
interns.
309.8 DUTIES AND RESPONSIBILITIES
Volunteers assist department personnel as needed. Assignments of volunteers may be to any
division within the Department, as needed. Volunteers should be placed only in assignments or
programs consistent with their knowledge, skills, interests, abilities and the needs of the
Department. Student interns should be assigned to areas that meet the needs of both their
educational program and the Department. Vendors will be assigned per the contract/agreement.
309.8.1 COMPLIANCE
Vendors, volunteers and student interns shall be required to adhere to all Department policies and
procedures. Policies and procedures are available on the Department website and will be made
available to each vendor, volunteer, and student intern upon appointment. The vendor, volunteer
and student interns shall become thoroughly familiar with these policies and procedures as directed
by the Chief Probation Officer or the authorized designee.
Whenever a rule, regulation, or guideline in this Custody Manual refers to regular Department
Copyright Lexipol,LLC 2025/07/14,All Rights Reserved. E-3 Vendors,Volunteers and Student Interns
Published with permission by Fresno County Probation
Department
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Vendors, Volunteers and Student Interns
personnel, it shall also apply to a vendor, volunteers and student interns, unless by its nature it is
inapplicable.
Vendors, volunteers and student interns are required by this Department to meet Department-
approved training requirements as applicable to their assignments.
309.9 TASK-SPECIFIC TRAINING
Task-specific training is intended to provide the required instruction and practice for vendors,
volunteers and student interns to properly and safely perform their assigned duties. Training should
correspond to the assignment as determined by the program coordinator.
Vendors, volunteers and student interns will be provided with an orientation program to acquaint
them with the policies of the Department and procedures applicable to their assignments.
Vendors, volunteers and student interns should receive position-specific training to ensure they
have adequate knowledge and skills to complete the required tasks. They also should receive
ongoing training as deemed appropriate by their supervisors or the volunteer or student intern
coordinator.
Training should reinforce to vendors, volunteers and student interns that they shall not intentionally
represent themselves as, or by omission give the impression that they are, officers or other full-time
staff members of the Department. They shall always represent themselves as vendors, volunteers
or student interns.
All vendors, volunteers and student interns shall comply with the standards of conduct and with all
applicable orders and directives, whether oral or written, issued by the Department.
309.9.1 STATE REQUIREMENTS
The vendor, volunteer and student intern initial orientation shall include the following: safety and
security issues and anti- discrimination policies.
309.10 SUPERVISION
Each vendor, volunteer or student intern must have a clearly identified supervisor who is
responsible for direct management of that individual. This supervisor will be responsible for day-to-
day management and guidance of the work of the vendor, volunteer or student intern and should
be available for consultation and assistance.
Functional supervision of vendors, volunteers and student interns is the responsibility of the
supervisor or the authorized designee in charge of their assigned duties. The following are some
considerations that supervisors or the authorized designee should keep in mind while supervising
vendors, volunteers and student interns:
(a) Take the time to introduce vendors, volunteers and student interns to staff members
on all levels.
(b) Ensure vendors, volunteers and student interns have work space and necessary office
supplies.
Copyright Lexipol,LLC 2025/07/14,All Rights Reserved. E-4 Vendors,Volunteers and Student Interns
Published with permission by Fresno County Probation
Department
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Vendors, Volunteers and Student Interns
(c)
(d) Make sure the work is challenging. Do not hesitate to give vendors, volunteers and
student interns assignments or tasks that will utilize these valuable resources.
(e) Ensure the work for student interns meets the needs of their educational program,
while also meeting the needs of the Department.
309.10.1 EVALUATIONS
Student interns may need evaluations as a requirement of their educational program.
309.10.2 FITNESS FOR DUTY
No vendor, volunteers or student intern shall report for work or be at work when the individual
judgment or physical condition has been impaired due to illness or injury, or by the use of alcohol or
drugs, whether legal or illegal.
Vendors, volunteers and student interns shall report to their supervisors any change in status that
may affect their ability to fulfill their duties. This includes but is not limited to:
(a) Driver's license
(b) Arrests.
(c) Criminal investigations.
(d) All law enforcement contacts.
309.11 INFORMATION ACCESS
Vendors, volunteers and student interns should not have access to or be in the vicinity of criminal
histories, investigative files, or information portals. Unless otherwise directed by a supervisor, the
duties of the position, or Department policy, all such information shall be considered confidential.
Only that information specifically identified and approved by authorized staff members shall be
released. Confidential information shall be given only to persons who have a need and a right to
know as determined by Department policy and supervisory personnel.
A vendor, volunteer or student intern whose assignment requires the use of, or access to,
confidential information will be required to be fingerprinted to the California Department of Justice to
obtain clearance. Vendors, volunteers and student interns working this type of assignment shall
receive training in data practices and shall be required to sign a CLETS Employee Volunteer
Statement before being given an assignment with the Department. Subsequent unauthorized
disclosure of any confidential information verbally, in writing, or by any other means by the vendor,
volunteer, or student intern is grounds for immediate dismissal and possible criminal prosecution.
Vendors, volunteers and student interns shall not address public gatherings, appear on radio or
television, prepare any article for publication, act as correspondents to newspapers or other
periodicals, release or divulge any information concerning the activities of the Department, or
maintain that they represent the Department in such matters without permission from the proper
Department personnel.
Copyright Lexipol,LLC 2025/07/14,All Rights Reserved. E-5 Vendors,Volunteers and Student Interns
Published with permission by Fresno County Probation
Department
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Vendors, Volunteers and Student Interns
309.11.1 RADIO AND DATABASE ACCESS USAGE
The supervisor or the authorized designee shall ensure that radio and database access training is
provided for vendors, volunteers, and student interns whenever necessary.
309.12 EQUIPMENT
Any property or equipment issued by the Department shall be for official and authorized use only.
Any property or equipment issued to a vendor, volunteer or student intern shall remain the property of
the Department and shall be returned at the termination of service.
309.13 TERMINATION OF SERVICES
If a vendor or volunteer is the subject of a personnel complaint or becomes involved in an internal
investigation,the matter shall be investigated in compliance with the Personnel Complaints Policy. If
a student intern is the subject of or is involved in an internal investigation, the coordinator of the
educational program that sponsors the intern should be notified.
Vendors and volunteers are considered at-will and may be removed from service at the discretion of
the Chief Probation Officer or the authorized designee, with or without cause. Vendors and
volunteers shall have no property interest in their continued appointments. Vendors and volunteers may
resign from service with the Department at any time. It is requested that vendors and volunteers
who intend to resign provide advance notice and a reason for their decision.
309.14 ISSUED DATE
• 02/18/2022
309.15 REVISED DATE(S)
• 05/02/2025
Copyright Lexipol,LLC 2025/07/14,All Rights Reserved. E-6 Vendors,Volunteers and Student Interns
Published with permission by Fresno County Probation
Department
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Emergency Procedures - Facilities (Title 15, § 1327)
Exhibit E
Policy Fresno County Probation Department
400 NEW JJC Policy Manual
Emergency Procedures - Facilities (Title 15, §
1327)
400.1 PURPOSE AND SCOPE
The purpose of this policy is to establish a plan to appropriately respond to emergencies within
the facility and to ensure all affected staff members receive timely training regarding emergency
response. This policy is intended to protect the community, staff members, visitors, youth, and
all others who enter the Juvenile Justice Campus (JJC), while allowing the facility to fulfill its
primary purpose (15 CCR 1327).
Facility emergencies related to fire will be addressed in the Fire Safety Plan Policy.
400.2 POLICY
It is the policy of this Department to have emergency response plans in place to quickly and
effectively respond to and minimize the severity of any emergency within the facility.
400.3 EMERGENCY PROCEDURES
The Chief Probation Officer or the authorized designee shall develop, publish, and periodically
review and update facility-specific policies, procedures, and emergency response plans that shall
include but not be limited to (15 CCR 1327):
(a) Escapes, disturbances, and the taking of hostages.
(b) Civil disturbances, active shooters, and terrorist attacks.
(c) Fire and natural disasters.
(d) Periodic testing of emergency equipment.
(e) Mass arrests.
(f) Emergency evacuation of the facility (see the Emergency Evacuation Plan Policy).
(g) A program to provide all youth supervision staff members with an annual review
of emergency procedures.
(h) Other emergencies as needs are identified.
The facility emergency response plans are intended to provide all staff members with current
methods, guidelines, and training for minimizing the number and severity of emergency events
that may threaten the security of the facility or compromise the safety of staff members, youth,
or the community.
The emergency response plans are intended to provide information on specific assignments and
Copyright Lexipol,LLC 2025/07/14,all Rights Reserved. Emergency Procedures-Facilities (Title 15,§1327)
Published with permission by Fresno County Probation E-7
Department
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Emergency Procedures - Facilities (Title 15, § 1327)
tasks for staff members. Where appropriate, the emergency response plans will include persons
and emergency departments to be notified.
The emergency response plans shall include procedures for continuing to house youth in the
facility, the identification of alternative facilities outside the boundaries of the disaster or threat
and the potential capacity of those facilities, youth transportation options, and contact information
for allied agencies.
The emergency response plans shall be made available to all staff members, contractors, and
volunteers working in the facility as needed. Confidential policies and procedures that relate to
the security of the facility may be kept in a separate manual (15 CCR 1327).
400.3.1 EMERGENCY SUSPENSION OF REQUIREMENTS
The Chief Probation Officer or the authorized designee shall authorize only those regulations
directly affected by the emergency to be suspended. When a suspension occurs for longer than
three days, the Chief Probation Officer or the authorized designee shall notify the Board of
State and Community Corrections in writing. In no event shall a suspension continue for more
than 15 days without the approval of the Chairperson of the Board of State and Community
Corrections for a time specified by the Chairperson (see the Emergency Suspension of Standards
or Requirements attachment).
400.4 LOCKDOWN
Upon detecting any significant incident that threatens the security of the facility, such as a riot,
power outage or hostage situation, staff members shall immediately notify Institutional Core
Central Control (ICCC) and the Watch Commander. The Watch Commander may determine
whether to order a partial or full Iockdown of the facility and shall notify the Deputy Chief or the
authorized designee as soon as practicable.
If a Iockdown is ordered, all youth will be directed back to their housing areas. All youth in transit
within the facility will either be escorted back to their housing areas or to another secure location.
The Watch Commander should instruct staff members not directly involved in the Iockdown to
escort any visitors and nonessential contractors out of the facility.
A head count shall be immediately conducted for all youth, visitors, contractors, volunteers, and
staff members. The Watch Commander shall be immediately notified of the status of the head
count. If any person is unaccounted for, the Watch Commander shall direct an immediate search
of the facility and notify the Chief Probation Officer or the authorized designee as soon as
practicable.
All visitors and volunteers will be required to enter through the lobby and sign the visitor logbook
when they enter and leave the facility. If the lobby is closed, the visitor logbook will be placed in
a designated area for them to sign accordingly. ICCC shall log in all vehicles and the number of
people in the vehicle. In the event the camera or speaker box is not working, the ICCC officer
shall work with security officers to determine the number of people in the vehicle. When leaving
the facility, the maintenance/contractor worker(s)shall call ICCC if the camera or speaker box is
not working properly to inform them they are leaving the facility. The ICCC officer shall log that
the maintenance/contractor(s) left the facility.
Copyright Lexipol,LLC 2025/07/14,all Rights Reserved. Emergency Procedures-Facilities (Title 15,§1327)
Published with permission by Fresno County Probation E-8
Department
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Emergency Procedures - Facilities (Title 15, § 1327)
Lockdown shall not be used as a form of punishment. It is only intended to facilitate order and
maintain security of the JJC.
400.5 HUNGER STRIKE
Upon being made aware that one or more youth is engaging in a hunger strike, the staff member
will notify the Watch Commander, who will notify the Chief Probation Officer or the authorized
designee. The Chief Probation Officer or the authorized designee should evaluate the basis for
the strike and seek an appropriate resolution.
The Chief Probation Officer orthe authorized designee shall notify the youth's parent/guardian,the
youth's probation officer, the local authority having supervisory jurisdiction, and the youth's social
worker(if applicable) of the incident and periodically provide updates on the status of the youth.
400.5.1 NOTIFICATION OF QUALIFIED HEALTHCARE PROFESSIONALS
The Chief Probation Officer or the authorized designee shall notify the Medical Director to review,
coordinate, and document any medical actions taken, based on protocols and/or at the direction
of qualified health care professionals, in response to a hunger strike.
Qualified health care professionals shall monitor the health of any youth involved in a hunger
strike and make recommendations to the Chief Probation Officer orthe supervisory staff member
responsible for oversight of the incident.
If a youth is engaging in a hunger strike due to a mental condition, the appropriate medical
protocols for mental health will be followed.
400.5.2 RESPONSE TO HUNGER STRIKES
Beginning at the line staff member level, a resolution to grievances shall be sought at the lowest
level. The Youth Grievances Policy shall guide staff members on resolving youth grievances.
If the hunger strike remains unresolved, the Chief Probation Officer or the authorized designee
may direct the appropriate staff member to observe the room area, including trash containers, of
the youth involved for evidence of food items and of food hoarding.
400.5.3 LEGAL GUIDANCE
If attempts to resolve the grievance are unsuccessful or not reasonably possible, the Chief
Probation Officer shall consider consulting with legal resources as appropriate to develop other
steps to resolve the issues.
400.6 RESPONSE TO DISTURBANCES
Staff members shall attempt to minimize the disruption to normal facility operations caused by
a disturbance by attempting to isolate and contain the disturbance to the extent possible. Staff
members when applicable shall immediately notify the Chief Probation Officer through the chain
of command of the incident (15 CCR 1327).
400.6.1 NOTIFICATIONS
The Watch Commander shall notify the Chief Probation Officer or the authorized designee of the
disturbance as soon as practicable through the chain of command.
Copyright Lexipol,LLC 2025/07/14,all Rights Reserved. Emergency Procedures-Facilities (Title 15,§1327)
Published with permission by Fresno County Probation E-9
Department
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Emergency Procedures - Facilities (Title 15, § 1327)
The Chief Probation Officer or the authorized designee shall notify the involved youth's parent/
guardian, the youth's probation officer, the local authority having supervisory jurisdiction, and the
youth's social worker (if applicable) as soon as practicable (15 CCR 1327).
400.6.2 NOTIFICATION OF QUALIFIED HEALTHCARE PROFESSIONALS
If medical action reasonably appears necessary, the Chief Probation Officer or the authorized
designee shall notify the appropriate qualified health care professionals to review,coordinate, and
document medical actions based on protocols and/or at the direction of the Medical Director(15
CCR 1327).
400.6.3 REPORTING
The Chief Probation Officer or the authorized designee shall order that an incident report be
completed with the details of the disturbance no later than the end of the shift (see the Report
Preparation Policy). If appropriate, a crime report shall be initiated, and prosecution sought (15
CCR 1327).
400.7 RIOTS
Riots occur when youth forcibly and/or violently take control, or disrupt in large numbers with
violence or attempt to take control of any area within the Juvenile Justice Campus.
Staff members shall make reasonable attempts to prevent youth-on-youth violence but shall also
take measures to avoid aggravating the problem and making the situation worse (15 CCR 1327).
400.7.1 RESPONSE TO RIOTS
Once the area of the disturbance is secured and isolated from other areas of the facility, time
is generally on the side of officers. If possible, the process of quelling the disturbance should
slow down so officers can develop response plans, ensure there are adequate facility personnel
to effectively take the required actions, and ensure that responding officers are appropriately
equipped with protective gear.
Officers shall evaluate their response given the totality of circumstances in any situation, but
generally shall not enter the space where a riot is occurring until sufficient officers are present to
safely suppress the riot. Nothing in this policy shall prohibit any staff member from assisting other
staff members who are being assaulted.
Other housing units must be secured, with sufficient officers remaining at their posts to continue
to supervise the unaffected units.
If officers are unable to contain, control, and resolve the riot, a request for assistance shall be
made to the appropriate law enforcement agency (see the Mutual Aid section in this policy). The
request shall be made by the Chief Probation Officer or the authorized designee. When the riot
has been suppressed, all involved officers must immediately return to their assigned posts and
normal operations should resume.
All youth who have participated in a riot shall be separated and secured as soon as practicable.
If necessary, injured youth shall receive a medical evaluation and treatment. If an injured youth
Copyright Lexipol,LLC 2025/07/14,all Rights Reserved. Emergency Procedures-Facilities (Title 15,§1327)
Published with permission by Fresno County Probation E-1 0
Department
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Emergency Procedures - Facilities (Title 15, § 1327)
is medically cleared to remain in the Juvenile Justice Campus, the youth will be reclassified and
moved to appropriate housing. If a crime has occurred with injury or death due to the riot, the
Fresno Sheriffs Office shall be notified to investigate the matter (15 CCR 1327).
400.7.2 QUALIFIED HEALTH CARE PROFESSIONAL RESPONSE
If necessary, a Watch Commander or the authorized designee should notify the qualified health
care professionals and identify a staging area for medical emergency responders and for medical
triage.
The Medical Director or the authorized designee shall be included in developing the response
plan as it relates to the potential for a medical response, medical triage and treatment activities,
and the safety and security of medical staff members during the incident (15 CCR 1327).
400.7.3 NOTIFICATIONS
As soon as practicable, the Watch Commander or a responsible officer shall notify the Chief
Probation Officer or the authorized designee.
The Chief Probation Officer or the authorized designee shall notify any involved youth's parent/
guardian, the youth's probation officer, the local authority having supervisory jurisdiction, and the
youth's social worker (if applicable) (15 CCR 1327).
400.7.4 REPORTING
The Chief Probation Officer or the authorized designee shall order that a report be written detailing
the incident by the end of the shift (see the Report Preparation Policy) unless approved by a
supervisor to be completed at a later time (15 CCR 1327).
400.8 HOSTAGES
The Department does not recognize the taking of hostages as a reason to relinquish control of
the Juvenile Justice Campus. Signage will be posted in the lobbies, and visiting area that JJC is
a no hostage facility.
It is the policy of the Fresno County Probation Department to use all available resources
reasonably necessary to bring about a successful end to a hostage situation (15 CCR 1327).
400.8.1 RESPONSE TO HOSTAGE INCIDENT
Institutional Core Central Control (ICCC) should immediately be notified at the earliest sign of a
hostage incident. Institutional Core Central Control (ICCC)shall notify the Chief Probation Officer
through the chain of command as soon as practicable.
The Chief Probation Officer or the authorized designee shall make every effort to ensure that the
hostage incident remains confined to the smallest area possible. All door controls accessible to
youth shall be disabled. Emergency exits that lead outside the secure perimeter shall be guarded
(15 CCR 1327).
400.8.2 NOTIFICATION OF QUALIFIED HEALTH CARE PROFESSIONALS
At the direction of the Watch Commander or the authorized designee, the qualified health care
Copyright Lexipol,LLC 2025/07/14,all Rights Reserved. Emergency Procedures-Facilities (Title 15,§1327)
Published with permission by Fresno County Probation E-1 1
Department
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Emergency Procedures - Facilities (Title 15, § 1327)
professionals shall be notified in order to identify a location and form a logistical plan for medical
triage. The location also shall serve as a medical staging area for other medical emergency
responders (15 CCR 1327).
400.8.3 HOSTAGE RESCUE
Communications with the hostage-taker should be established as soon as practicable. The
Watch Commander or the authorized designee shall document, if known, the number of
hostages, any demands, and any injuries. No promises or denials will be made until a hostage
negotiator arrives on scene. Hostage-taker demands for officers to open doors will not be met.
A hostage rescue team should be immediately summoned, and the established protocols for
resolving the situation shall be implemented. The Chief Probation Officer or the authorized
designee shall be consulted regarding decisions faced by the hostage rescue team (15 CCR
1327).
400.8.4 REPORTING
Following the conclusion of a hostage incident, the Chief Probation Officer or the authorized
designee shall order that an incident report be completed by the end of the shift (see the Report
Preparation Policy) unless approved by as supervisor at a later time (15 CCR 1327).
400.9 ESCAPES
Upon being made aware that an escape may have occurred or did occur, the staff member shall
notify the on-duty Watch Commander. The Watch Commander shall notify the Chief Probation
Officer through the chain of command as soon as practicable.
Once the escape is verified and immediate actions have been taken inside the facility (e.g.,
lockdown), the Watch Commander should ensure that all local law enforcement agencies are
notified (15 CCR 1327).
400.9.1 YOUTH COUNTS
As soon as the facility is fully locked down, a full youth head count should be taken.
All youth who are outside of the secure perimeter of the facility (e.g., court, work details) shall
be located and identified. The identity of any missing youth shall be disclosed, and the youth's
facility record shall be accessed by the Chief Probation Officer or the authorized designee (15
CCR 1327).
400.9.2 SEARCH
Concurrent with the lockdown, the area surrounding the facility shall be searched for the escapee.
Areas where a youth may be hiding or may have discarded clothing shall be searched first. Any
witnesses shall be interviewed.
Booking staff members will develop a flyer with the youth's name, description, latest picture,
classification status,and charges,and supply it to other staff members and local law enforcement.
Copyright Lexipol,LLC 2025/07/14,all Rights Reserved. Emergency Procedures-Facilities (Title 15,§1327)
Published with permission by Fresno County Probation E-1 2
Department
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Emergency Procedures - Facilities (Title 15, § 1327)
Local law enforcement shall also be given the youth's last known address and a list of associates
(15 CCR 1327).
400.9.3 REPORTING
Following the conclusion of an attempted escape or an escape, the Chief Probation Officer or the
authorized designee shall order that an incident report be completed by the end of the shift. The
incident report shall focus on events and physical plant weaknesses that contributed to the escape
(see the Report Preparation Policy).The Deputy Chief shall review the reports, interview involved
parties, and develop action plans to minimize the risk of future occurrences (15 CCR 1327).
400.10 CIVIL DISTURBANCES OUTSIDE OF THE DETENTION FACILITY
Upon being notified that Juvenile Justice Campus space will be needed in response to a civil
disturbance, potentially involving mass arrests, the Watch Commander shall notify the Chief
Probation Officer or the authorized designee (15 CCR 1327).
400.11 DEBRIEFING
All responding staff members, including medical responders, shall be debriefed, as determined
by the Chief Probation Officerorthe authorized designee, on serious facility emergencies as soon
as practicable after the conclusion of the incident. The staff members shall examine the incident
from the perspective of what worked, what actions were less than optimal, and how the response
to a future incident might be improved. Depending on the degree of the situation, it may be necessary
to bring in Mental Health professionals to help facilitate the debriefing to include any youth
involved.
If appropriate, the details of the incident will be used to develop a training course for responding
to facility disturbances. The goal of any debriefing process is continuous improvement. The
debriefing shall be focused on the incident, an improved response, and systemic changes that
may be required. A moderator shall ensure that no individual or group involved in the response
is publicly ridiculed.
400.12 EMERGENCY HOUSING OF YOUTH
The Chief Probation Officer or the authorized designee shall develop a plan on the emergency
housing of youth in the event of a full or partial evacuation of the facility. The plan shall
address when youth should be housed in place, identification of alternate facilities and the
potential capacity of those facilities,youth transportation options,and contact information for allied
agencies. This plan shall be reviewed at least annually and revised if necessary.
400.13 MUTUAL AID
The magnitude and anticipated duration of a facility emergency may necessitate interagency
cooperation and coordination. The Deputy Chief shall ensure that any required memorandums
of understanding or other agreements are properly executed, and that any anticipated mutual
aid is requested and facilitated for the safe keeping and transportation of youth during the facility
emergency and evacuation process (see the Emergency Evacuation Policy). For a large-scale
emergency response, see the Emergency Evacuation Policy and Emergency Staffing Policy.
Copyright Lexipol,LLC 2025/07/14,all Rights Reserved. Emergency Procedures-Facilities (Title 15,§1327)
Published with permission by Fresno County Probation E-1 3
Department
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Emergency Procedures - Facilities (Title 15, § 1327)
When another agency requests assistance from this Department, the Deputy Chief or authorized
designee may authorize, if available,an appropriate number of personnel to assist.Staff members
are reminded that their actions when rendering assistance must conform with applicable laws and
be consistent with the policies of this Department.
When mutual aid assistance is rendered,a report shall be prepared and submitted by the handling
staff member unless otherwise directed by a supervisor (15 CCR 1327).
400.14 REVIEW OF EMERGENCY PROCEDURES
The Deputy Chief shall ensure that there is a review of emergency procedures at least annually
(15 CCR 1327). This review shall be documented and placed in the staff member's JJC and
Departmental training file. This review should also include the signatures or initials of the staff
members responsible for the review. At a minimum, the review shall include:
(a) Assignment of staff members to specific tasks in emergency situations.
(b) Instructions for using the alarm systems and signals.
(c) Systems for the notification of appropriate persons outside the facility.
(d) Information on the location and use of emergency equipment in the facility.
(e) Description of evacuation routes and procedures.
400.15 FIRE
This Department shall identify and conform to applicable federal, state, and/or local fire safety
codes, and establish a process for creating, disseminating, and training all individuals in the facility
on the emergency plans for fire safety and evacuation (see the Fire and Life-Safety Policy, Juvenile
Detention Manual Policy, and Fire Safety Plan Policy).
400.16 NATURAL DISASTER
The Chief Probation Officer or the authorized designee shall be prepared to operate a safe and
secure facility in the event of a natural disaster emergency.
400.17 OTHER TYPES OF EMERGENCIES
Facility emergencies that could negatively affect the good order of the facility and the safety of staff
members, youth, contractors, volunteers, and visitors include but are not limited to an outbreak
of infectious disease, a work stoppage or strike by staff members, and other disruptions. The
Chief Probation Officer or the authorized designee shall be responsible for ensuring that an
appropriate facility emergency plan exists for these types of emergencies.
400.18 PERIODIC TESTING OF EMERGENCY EQUIPMENT
The Chief Probation Officer or the authorized designee is responsible for scheduled and periodic
testing of emergency power systems which are completed by the Internal Services Department.
All testing and inspections shall be documented, and the results included in a report to the Deputy
Chief or the authorized designee.
400.19 TRAINING
Officers shall review emergency procedures (See Emergency Procedures form located in the
Copyright Lexipol,LLC 2025/07/14,all Rights Reserved. Emergency Procedures-Facilities (Title 15,§1327)
Published with permission by Fresno County Probation E-14
Department
Exhibit E
Fresno County Probation Department
NEW JJC Policy Manual
Emergency Procedures - Facilities (Title 15, § 1327)
Department Case Management system) annually (15 CCR 1327). This facility will provide
emergency preparedness training as part of orientation training for all staff members assigned
to the facility.
On an annual basis emergency training shall occur for each shift. The assigned Watch
Commander/Supervising Juvenile Correctional Officer shall document in the Watch Commander
log as well as provide JJC Administration a memorandum/e-mail of what training occurred and
retained in accordance with established records retention schedules.
400.20 REFERENCES
See Facilities Emergencies Procedure for additional guidance.
400.21 ISSUED DATE
• 04/17/2023
Copyright Lexipol,LLC 2025/07/14,all Rights Reserved. Emergency Procedures-Facilities (Title 15,§1327)
Published with permission by Fresno County Probation E-1 5
Department
Exhibit F
THE PRISON RAPE ELIMINATION (PREA) ACT
All contractors must comply with the Prison Rape Elimination (PREA) Act as stated
below:
The Contractor shall comply with all Prison Rape Elimination (PREA) Act standards for
juvenile correctional facilities. Training will be provided by Probation at no charge to the
Contractor. The Contractor will ensure that all staff assigned to work at the Juvenile Justice
Campus (JJC) undergo a pre-employment Live Scan and criminal background security
clearance by the Probation Department at no charge to the Contractor. No alcoholic
beverages/drugs will be brought into any facility. Nor will anyone under the influence of
alcoholic beverages or drugs be allowed inside. In the event of any disturbance inside the
facilities, the Contractor's employees will immediately follow the orders of the Facility
Administrator or his/her designees.
The Contractor shall comply with all Probation Department Policies and Procedures. In the event
of a dispute involving the County staff and the contract employee, the on-duty Facility
Administrator will have the final decision." INFORMATION ON THE PRISON RAPE
ELIMINATION ACT CAN BE FOUND HERE: http://www.prearesourcecenter.org/
F-1
Exhibit G
FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: HOSTAGE SITUATIONS NO: B-130
FILE: HOSTAGE
EFFECTIVE DATE: 12-18-89 REVISED: 08-06-90, 12-25-94, 05-06-96, 09-01-99,
12-01-10
AUTHORITY: Sheriff M. Mims APPROVED BY: Assistant Sheriff T. Gattie
REFERENCE: California Code of Regulations, Title 15, Section 1029(a)(7)(B)and
Penal Code Section 236.
PURPOSE:
The purpose of this policy is to establish procedures which provide for the resolution of a
hostage-taking incident while preserving the safety of staff, public, inmates, and hostages, and
maintaining facility security.
POLICY:
The Fresno County Sheriff's Office Jail Division maintains a NO HOSTAGE FACILITY and will not
consider bargaining with hostage takers for ANY reason.
It is the policy of the Fresno County Sheriffs Office Jail Division that once any staff member is
taken hostage, they immediately lose their authority and any orders issued by that person will
not be followed regardless of their rank or status.
It is the policy of the Fresno County Sheriffs Office Jail Division that the primary responsibility of
all staff members in a hostage situation is to protect every person involved, if possible, from
serious injury or death.
PROCEDURES:
DEFINITION
HOSTAGE SITUATION: any staff member, citizen or inmate held against their will by another
person for the purpose of escape, monetary gain or any reason which may place an
individual in danger of losing life or suffering serious injury.
II. NOTIFICATIONS. CONTAINMENT AND CONTROL OF THE SITUATION
A. Emergency procedures and notifications shall be implemented as per Emergency
Planning procedures (B-101/FILE: EMERGENCY).
G-1
Exhibit G
B. The Watch Commander will notify the Patrol Watch Commander and apprise them of
the incident. The Patrol Watch Commander may be requested to activate the Crisis
Negotiations Team (CNT), outside support agencies, equipment, personnel, and
dispatch a detective to the scene for the crime report.
III. DURING NEGOTIATIONS
A. While at the scene, the CNT members will conduct all verbal or written
communications between the hostage taker(s)and the Incident Commander. CNT will
immediately notify the Incident Commander of any changes in the following situations:
1. Hostage status
2. Incident changes and developments
3. Hostage taker demands
4. Any and all pertinent information concerning the incident
B. Staff members at the scene not actively involved with negotiations will not act or speak
out to the hostage taker(s) or hostages.
C. The Tactical Commander will formulate a plan to take the necessary actions, using the
appropriate force, to terminate the hostage situation in the event negotiations fail.
Hostage safety will be of paramount concern.
IV. HOSTAGE SURVIVAL STRATEGIES
A. If taken hostage, it is important to make the transition from being a victim to being a
survivor. The following are not strict rules that must be rigidly followed, but rather
general guidelines. There will always be exceptions.
1. Regain/maintain composure. Try to be calm, focused and clear-headed at all times.
Do not stand out from other hostages. Drawing unnecessary attention increases
the chance of being singled out and victimized.
2. Maintain a low-key, unprovocative posture. Overt resistance is usually
counterproductive in a hostage situation.
a. Remain calm and follow instructions. Comply with the hostage takers when at
all possible.
b. Be stoic. Maintain an outward face of acceptance of adversity with dignity.
Avoid open displays of cowardice and fear. Inmates will view frailty and
feebleness as weakness, which may lead to victimization.
c. Do not antagonize,threaten or aggravate the hostage takers.Avoid saying "no",
or arguing with the hostage takers. Do not act authoritative. The hostage takers
must make it known that they are in charge.
d. Eye contact may be regarded as a challenge; make eye contact with the hostage
G-2
Exhibit G
takers sparingly.
e. Fight off basic instincts, such as anger and hostility. Be polite and remain alert.
Speak normally and don't complain.
3. Hostages should try to establish a level of rapport or communication with their
captors in attempt to get the captors to recognize them as human beings.
4.
a. Find a mutual ground, an association with the hostage takers. Foster
communication on non-threatening topics (e.g., family, hobbies, sports,
interests).
b. Use the captors' first names, if known. However, if hostage takers are
attempting to conceal their identity, do not give any indication that they are
recognized.
c. Listen actively to the captors' feelings and concerns, but never praise,
participate in, or debate their "cause". If they want to talk about their cause,
act interested in their viewpoints. Avoid being overly solicitous, which may be
viewed as patronizing or insincere.
d. Do not befriend the inmates; such an attempt will likely result in exploitation.
e. Try asking for items that will increase personal comfort. Make requests in a
reasonable, low-key manner.
5. Be prepared to be isolated and disoriented.
a. Do not talk to other hostages. The hostage takers may think a plot is being
formed.
b. Develop mind games to stimulate thinking and maintain mental alertness.
6. Be tolerant of fellow hostages. Just as each person has different reactions to
stress, each individual will have different methods of coping as a hostage. Some
methods are not effective and may endanger the group, or be annoying to other
hostages (e.g., constant talking). Try to help these people cope in other ways.
7. Gather intelligence. Hostages should take in and store as much detail, about their
captors as possible without drawing attention to their efforts. Make mental notes
and attempt to gather the following information: identification of the ring leader,
the number of hostage takers, the type of weapons they are using, their tactics,
location within the area, etc.
8. Maintain hope. Depending on the circumstances, resolution of hostage situations
can be a lengthy process.
B. Stay away from doors and windows through which rescue teams may enter or shoot. If
a rescue is attempted, drop to the floor and keep hands in view.
C. If there is a chance to escape, the hostage should be certain of their success.
G-3
Exhibit G
1. Balance the likely payoff of any behavior with the possible consequences. Hostage
takers may use violence or death to teach a lesson.
2. Realize that Central Control will not open any doors for anyone.
D. Hostages should be aware of the "Stockholm Syndrome", whereby hostages begin to
show sympathy toward their captors. Hostages who develop Stockholm Syndrome
often view the captor as giving life by simply not taking it. Such hostages often
misinterpret a lack of abuse as kindness and may develop feelings of appreciation for
the perceived benevolence.
G-4
Exhibit H
BACKGROUND INVESTIGATIONS AND IDENTIFICATION (ID) BADGES
Background Investigations
Prior to the beginning of any services, one (1) background check may be required for every
member of the Contractor's personnel providing services to a building location for the life of
the agreement. The background check may be required before access is given to any County
facility/property. Clearance will only be granted after a successful background check,
completed by the County of Fresno Sheriff's Department. Background checks provided by
any agency other than the County of Fresno Sheriff's Department will not be accepted.
The current cost of a background check is $52 per person. This cost will be incurred by the
Contractor. One check covering the cost of background checks for all employees shall be
made payable to: Sheriff, County of Fresno. The Contractor will be notified regarding the
result of background checks. Those that are accepted will report to County of Fresno Security
to have their photo taken and ID badge issued.
Background checks are done on a first-come, first serve basis between the hours of 7:00 a.m.
and 12:00 noon. Monday through Friday. The process takes approximately 20 minutes time.
The amount of time it takes to receive the result of background checks varies from one day to
a month (or longer), dependent upon the individual's history.
Individuals who are cleared through this process are entered into the Department of Justice
database. Their records are flagged and the County of Fresno Sheriff's Department is notified
if the person is ever arrested in the future.
When required by County, applicants' background checks must be approved prior to entering
any County facility. Approval will not be granted to any individual possessing any of the
following circumstances:
1. They have been convicted of a felony, or any crime involving moral turpitude, or
carrying or possessing a dangerous weapon.
2. They have been charged with a felony or are currently under investigation for a felony.
3. They are charged with or convicted of any crime committed in or at a correctional
institution.
4. They are currently on parole or probation or are a sentenced inmate at any correctional
facility.
5. They have been refused a license as a private investigator or had such license
revoked.
6. They have fraudulently represented themselves, their credentials, their employment or
their criminal or arrest record on their application.
7. Make omissions or false statements on their application.
8. They have no valid reason for entering a facility.
9. Their admission into a facility could represent a threat to security, staff or inmate
safety.
10. Further information regarding the criteria for background check clearance, including
an appeal for process for someone who may be denied clearance, is available upon
request.
H-1
Exhibit H
Identification (ID) Badges
The Contractor's employees will be issued a badge that must be worn and be visible at all
times during performance of work in any County building to identify the wearer as an individual
who is authorized to enter County facilities.
1. ID badges will be given only after successfully completing the background
investigation. ID badges will be issued when the photo is taken. If electronic access
to any County facility is required, activation of the badge may take an additional 48
hours to complete.
2. The wearer will not escort or bring any other individuals into any County facilities.
County issued ID badges are for the exclusive use of the individual named and
pictured on the badge.
3. All ID badges will remain the property of the County and are returnable upon
demand or upon the expiration of the contract. The Contractor will be responsible
for collecting all ID badges issued and turning them in to the County Security Office
when a contract ends or when an employee leaves employment. The Contractor will
assume all responsibility for their employee's use of and the return of the County ID
badges.
4. The ID badges will only be issued to individuals passing the Background check. Each
individual will need to present themselves in person with a valid, clean, and legible
copy of a Driver's license or State issued Identification Card to receive an ID badge.
H-2