Council Action is requested to issue a purchase order to Marathon Engineering Corporation in the amount of $58,407.00 for padded detention cells for the Police Department.

Council action to issue purchase order.

The Police Department currently has 13 detention cells. Juvenile Cells 11, 12 and “drunk” tank, cell 13 have not been used for several years. The Department would like to re-purpose those three cells into de-escalation cells due to the dramatic increases of erratic and violent behaviors of detainees.

At present, the staff has limited options for detainees that require segregation and de-escalation environments due to mental crisis, drugs, detox, screaming, self-induced injuries (ramming their heads into walls), suicide attempts, fighting, cell flooding, feces throwing, and/or general dis-order.

Currently, de-escalation procedures are limited to shackling to the bed in cell 1 or the most extreme and final option, restraint chair. These procedures often require multiple detention staff and/or Police Officers to physically remove detainees from their cell to utilize one of these two options. (Cell one is used as the behavioral dis-order cell due to the solid door while all other cell doors have bars.) Requiring multiple staff and/or officers to physically remove unruly prisoners increases the risk of injury and disease to both employees and detainees. Ultimately, detainee removal is done with respect and reasonable force, however, close quarter detention altercations are always on video and therefore, subject to public scrutiny.

The purpose of the padded cell will be used to create an environment completely removed from outside distractions, facilitating de-escalation within a safe environment. As indicated earlier, these cells will be used when inmates become a danger to staff or self through aggressive or violent behavior. It is a much better option for both the inmate and staff and is considered the most humane option for the extreme situations.

The Procurement Office of the Finance and Administration Department issued Invitation to Bid (“ITB”) #20076 on September 22, 2020. The ITB resulted in a low bid from an out-of-state vendor who the City was not able to verify their solution would meet their needs. Instead of opting for a sub-par product the best alternative was to conduct a re-bid . The re-bid was issued on December 16, 2020.The re-bid ITB. The re-bid, ITB #20076-A, was publicly available through the City’s e-bidding service provider, Public Purchase. Five (5) potential bidders were notified of the ITB, three (3) accessed the ITB.

The City received one bid in response to ITB #20076-A. Upon review by City staff, it was determined the bid submitted by Marathon Engineering Corporation met the requirements specified. The Department visited the Clay County detention facility to see the quality of their product.

This project is budgeted in the Police Department’s FY2020-2021 operating budget. Due to lower numbers of inmates during peak COVID-19 months, the City housed fewer inmates, thus creating a small surplus of funds for this project.

Approval of this item shall authorize change orders up to a total of ten (10) percent of the original authorized amount for each order, provided appropriations are available.