San Francisco County Jail #7

SFSD should continue to take actions to enable Jail #3's kitchen and laundry operations to meet the needs of Jails 3 and 7, while being in compliance with health and safety codes. (The Civil Grand Jury did not investigate the possibility of constructing a separate facility adjacent to Jail 7 to provide food and laundry services. However, the cost of building and running such a facility as well as security issues in respect to the inmates who provide most of the labor for food and laundry services appears to make this solution impractical.) 2. In the near term, SFSD should continue to educate the CIAC and others involved with the budgetary process, and to advocate for funds to keep Jail #3 operational.

A study should be conducted to determine what, if any, action can be taken to keep Jail #3 operating. The study should compare the cost of operating Jail #3 with the cost of constructing a new jail in the immediate area, and ascertain potential sources of funds to overhaul Jail #3 or construct a new jail. These should include federal and state funds, as well as money from the City's General Fund and/or a bond measure. Finding The record keeping within both SBBS and DPW Construction Management concerning the construction of Jail #7 and the consequent problems was inadequate.

SFSD and DPW should mandate note-taking during all conversations, meetings, and other activities, no matter how trivial they may appear to be at the time. Such notes should always include the name of participants, date, and times as well as subjects discussed.

Involved department personnel should maintain a daily log book noting all significant activities and recapping the day's events.

Records should be maintained by project, and should be readily accessible. If a record covers more than one project, sufficient copies should be made and placed in each appropriate project file.

Project files, with records, should be maintained for at least five years after all problems attendant to a project have been resolved. Findings The leaks at Jail #7 might have been corrected at no cost to the City by having the contractor do the repairs during the warranty period. The leaks could have possibly been corrected by having the City Attorney take appropriate action. They could have possibly been corrected in 1991-1992 for $40,000. The cost has now risen to $400,000 due to the failures to take earlier action. Bureau of Architecture failed to notify the Project Manager that neither FEMA nor OES was going to approve funds for leak repairs. SBBS failed to notify the Sheriff or the Project Manager, and did not request direction after the August 5, 1991 memo was issued by the Bureau of Architecture. The Project Manager failed to follow through after January 1990 to determine that the leaks were being addressed. The City Attorney was not informed or contacted for advice or assistance in respect to actions which could have been taken with the contractor, FEMA, or OES. The responsibilities detailed in the job descriptions for Sheriff's Captains who served as Facility Commander for Jail #7 and the Deputy Chief with responsibility for all of the jails make no mention for the maintenance and/or repair of jails. These employees do not believe it was or is their responsibility to see that the leaks were eliminated as this was and is the responsibility of SBBS. There is no mention in the job description of either the Deputy Sheriff or the Lieutenant in SBBS of having responsibility for the repair or maintenance of jail facilities.

A DPW Project Manager should independently ascertain that a facility is functioning as contemplated, regardless of whether comments are received from the user.

Responsible SFSD personnel should make sure they are satisfied with repair and/or construction work performed and how a facility is functioning. They should immediately communicate any dissatisfaction to the DPW Project Manager.

The DPW Project Manager, with the advice and approval of the City Attorney, should provide written notice to the contractor, within the warranty period, of any issues requiring correction.

DPW personnel who discover problems with a facility where DPW was involved, should notify the user and the DPW Project Manager immediately in writing. There should be written acknowledgment of receipt.

DPW and SFSD should ascertain that all problems with facility construction and/or repair have been addressed completely and satisfactorily. Appropriate higher management at DPW and SFSD, as well as the City Attorney's Office, should be notified immediately in writing of unresolved contractual problems.

Sheriff's Captains who are Facility Commanders and the Deputy Chief should have the responsibility for giving notification of areas of disrepair, and for following through with designated department personnel until resolution of any problems has been achieved. These responsibilities should be so reflected in their job descriptions.

The job description of SBBS staff responsible for overseeing construction, capital improvements, and/or repairs, should so reflect, and should specify appropriate educational and technical qualifications. Finding Unless corrected, the leaks at Jail #7 will continue to worsen and do more damage to the facility.

The $400,000 request for funds to correct the leaks should be approved and made available for the coming budget year.