Chapter 1 – General Administration

The Director of the Division of Facility Planning, Construction and Management (FPCMFacility Planning, Construction, and Management) reports to the Undersecretary of Administration and Offender Services. The FPCMFacility Planning, Construction, and Management has responsibility for telecommunication planning and management, all capital outlay planning, and managing the construction, renovation, and maintenance of facilities. The FPCMFacility Planning, Construction, and Management has five branches:

• Facility Planning and Finance Branch.

• Project Development and Management Branch (PDMB).

• Day Labor and Professional Services Branch.

• Security Operations and Maintenance Branch (SOMB).

• Telecommunications Branch.

The Facility Planning and Finance Branch administers a broad scope of planning, financial management, contract management, and administrative support functions for prison construction, and the Major/Minor Capital Outlay, Special Repair, and Energy Management Programs. These responsibilities include preparation of an annual five-year facilities master plan for new prison and capital outlay programs; bond management for a $5 billion construction program; development of the Department’s capital outlay program for the Governor’s budget; management of the consultant/construction contracting and payment processes; and supports the analysis of legislation affecting any programs of the Division. The branch is also responsible for energy management programs, and compliance with the California Environmental Quality Act for new prison construction, prison expansion, and other construction or remodeling projects.

The Financial and Project Support Section:

• Develops and administers the Department’s five-year Infrastructure Plan.

• Budgets and financially manages the capital outlay appropriations, interim loans, and bond proceeds.

• Administers contracts for capital outlay projects.

• Supports division staff’s Information Technology (ITInformation Technology) needs.

Infrastructure Planning Unit

• In accordance with Assembly Bill 1473, Chapter 606, Statutes of 1999, the Infrastructure Planning Unit develops annually a Five-Year Infrastructure Plan (Plan) in conjunction with the Governor’s budget that identifies the Governor’s capital outlay policies and funding priorities for each five-year period. In addition to this responsibility, the Infrastructure Planning Unit:

  • Works with departmental management to establish multi-year priorities and identify facility deficiencies and capacity needs according to departmental objectives and programmatic standards, guidelines, and priorities.

  • Defines data needs, develops assessment tools, directs and coordinates statewide studies, and evaluations to identify and prioritize infrastructure needs.

  • Prepares the Plan and coordinates the inclusion of all capital outlay budget change proposals and capital outlay concept papers covering the five-year planning period.

Project Support Unit

• Project Support is primarily responsible for managing the fiscal aspects as well as contract development and management in support of the Department’s prison construction and capital outlay programs.

• For the fiscal aspects, responsibilities include:

  • Capital outlay budget preparation.

  • Interim loan and bond fund management.

  • Ongoing financial management of prison capital outlay projects.

  • Legislative/Public Works Board Capital Outlay submittals.

  • OFMOffice of Facilities Management (see FPCM) support budget.

  • Quarterly reports for the legislature, control agencies, and other interested parties on the status of authorized projects and development of other reports and materials as needed for special projects, presentations, or legislative hearings.

• The contract responsibilities of the unit include:

  • Audit and prepare payments of all prison construction related invoices.

  • Participation in scope and fee negotiations with construction managers, architects, and engineers.

  • Audit and approval of construction change orders reflecting additions or changes to construction contracts.

  • Preparation of all prison construction related contract and amendment requests.

  • Log and track contract related documents from receipt through audit and approval.

The Capital Outlay Section is responsible for the Department’s capital outlay and special repair programs and serves as a liaison with institutions on facility related issues. The section also has a lead role in working with the Department of Finance (DOFDepartment Of Finance) and Legislative Analyst’s Office on capital outlay issues.

The Section’s responsibilities include:

• Major/minor capital outlay funding preparation and project Management.

• Special repair funding preparation and project management.

• Budget package preparation.

• Section 6.00 (Budget Act) and architecture/engineering reviews.

• Liaison with institutions on facility related issues.

• Design development.

• Public works board approval.

• Governor’s budget submittal.

• Miscellaneous projects such as the DGSDepartment of General Services funded seismic retrofit projects in our facilities.

The Energy Management Section’s primary function is to make California’s prisons as energy efficient as possible and procure the least costly energy available.

The Energy Management Section:

• Obtains financing and oversees design and construction activities for energy efficiency projects at the facilities.

• Monitors gas and electricity costs in order to take advantage of market conditions and regulatory changes in an effort to procure the best energy contracts.

• Monitors utility bills to ensure accuracy of invoices and maintains database of energy usage.

• Updates the peak load reduction plans annually to assist facility managers in determining and managing non-essential electrical loads in order to meet executive orders on energy efficiency.

• General support to facilities on utility issues.

The PDMB oversees the daily operations of design, construction, activation, contract closeout, and claims management for new State prisons and existing facilities repair/renovation projects. The Branch provides policy direction to diverse program areas of construction operations including site selection, project management, architectural/engineering services, construction management, contract solicitation/negotiation, quality assurance, and claims management. Responsibilities include, but are not limited to, the following:

• Plan, design, and construct new facilities and renovate existing facilities.

• Develop design and construction proposals for capital outlay.

• Develop and administer design, construction, and project management and contract strategies, policies, and procedures.

• Develop joint powers agreements with local jurisdictions for on-site and off-site utilities.

• Negotiate scope and fees for construction and consultant contracts and interagency agreements.

• Negotiation, resolution of cost claims, and arbitration support to OLAOffice of Legal Affairs.

The Project Management Section manages each of the project teams to control schedules, scope, and budgets of all new prison and existing facilities projects, and effective day-to-day design and construction operations.

The Project Services Section reviews the work of consulting architects, engineers, and inspectors under contract with the CDCRCalifornia Department of Corrections and Rehabilitation in the preparation of plans, specifications, and cost estimates for construction bid packages of new and existing facility construction. It also oversees the on-site construction management team; administration of construction contracts; coordinates independent inspection of facilities; and intervenes, as necessary, to resolve field disputes.

The Day Labor and Professional Services Branch plans, organizes, and administers a statewide inmate work program that utilizes inmates, casual trade labor, and State staff in direct construction activities to complete major and minor capital outlay projects and significant repairs at all CDCRCalifornia Department of Corrections and Rehabilitation institutions. In addition, it contains a professional architectural and engineering staff that provides a broad range of technical services for the Department and provides construction support for the direct construction and institution public works contract management activities.

Material and Technical Services Section

• The Material and Technical Services Section provides a broad range of administrative services in support of the project construction activities undertaken by the Inmate Day Labor (IDLIndustrial Disability Leave) program. These services include the development, ordering, and processing of material and equipment orders, the development and management of consultant, construction, and service agreements, and the coordination of personnel, equipment, and oversight of this programs budget.

Inmate Day Labor

• The IDLIndustrial Disability Leave Section administers the statewide inmate direct construction program that combines trade union craft persons and inmates under State supervision to complete public works projects at various facilities. The IDLIndustrial Disability Leave Program undertakes viable, labor-intensive construction projects that are funded through the capital outlay and special repair programs.

Architecture and Engineering Section

• The Architecture and Engineering Section provides a broad range of technical services to the branch and existing facilities statewide. This Section produces construction documents and provides technical construction support for the IDLIndustrial Disability Leave program and institutions to enable them to complete construction projects. In addition, this Section provides assistance to existing facilities on technical problems requiring architectural and engineering services; coordinates technical requirements developed by consultants and other State agencies for improvement projects on existing facilities; and provides input into long-range capital improvement planning.

The SOMB provides direction and oversight to ensure the appropriate standards of security are applied to the design, construction, renovation, activation, and maintenance of the Department’s facilities. Through project management, training, automation, and one-on-one support, the branch contributes to the Department’s overall safety and security, and the efficient use of its resources.

Security Operations Unit

• The Security Operations Unit (SOU) is responsible for the development and maintenance of design standards that ensure cost-effective construction while maintaining public, staff, and inmate safety. The SOU reviews major and minor capital outlay budget change proposals and Section 6.00 requests relating to facility/building renovations/modifications and when possible, ensures compliance with new prison construction standards. The unit is also responsible for the development of perimeter security systems including the design, activation, and ongoing maintenance programs of electrified fences.

Facilities Maintenance Unit

• The Facilities Management Unit (FMU) is responsible for the development, implementation, administration, support, and compliance reviews of the Standard Automated Preventive Maintenance System (SAPMS) and the maintenance program at all State facilities. The unit is also responsible for developing, administering, and updating the maintenance program section in DOMDepartment Operations Manual. The unit shall:

  • Conduct on-site operational reviews to provide technical consultation and evaluate compliance with the SAPMS.

  • Review and analyze the institutions’ database for the inclusion of major systems (electrical, electrified fence, HVAC, personal alarms, water, wastewater, etc.) as defined, but not limited to the Functional Inventory Guide of the SAPMS.

  • Provide contract management and oversight on the hardware/software maintenance contract and licensing agreements on the SAPMS equipment.

  • Evaluate monthly corrective and preventive maintenance reports by facility.

  • Compile information from the monthly reports as appropriate for the Regional Administrators and Deputy Director.

  • Review requests from institutions to complete any in-house projects with the Program Support Unit for impact on the SAPMS.

  • Coordinate, develop, and implement departmentwide studies of policy and regulations with regards to SAPMS.

  • Review, analyze, and develop standard methologies for facility management functions such as, but not limited to, a Standard Plant Operations Procedure Manual, Material & Safety Data Sheet Manuals, and Tool Control Procedures.

  • Review, analyze, and provide recommendations for facility management in the areas of budgeting, staffing, and vacancies.

  • Assess, analyze, and develop appropriate training programs as identified by institution staff.

  • Assist EISEnterprise Information Services (formerly Information Services Division) in the preparation of any feasibility study report as required by the DOFDepartment Of Finance and DGSDepartment of General Services in maintaining the SAPMPS.

  • Interact with HQs, EISEnterprise Information Services (formerly Information Services Division), Strategic Offender Management System (SOMSStrategic Offender Management) project staff, Business Information System, vendors/contractors, Associate Wardens for Business Services, Correctional Plant Managers, and Preventive Maintenance System analysts.

Technology Management Unit

• The Technology Management Unit (TMU) shall be responsible for providing statewide coordination, implementation, and ongoing support for new “state-of-the-art” technology projects approved by the Technology Transfer Committee and the Secretary (Chapter 1, Article 3). TMU shall implement large-scale technology applications to respond to safety and security problems or to improve existing equipment to enhance institutional operations. The TMU shall:

  • Develop project plans and monitor progress of implementation.

  • Develop and negotiate contracts to support the applied technology.

  • Manage and coordinate the delivery, placement, and installation of the system/equipment.

  • Provide ongoing support and provide maintenance for the life of the program.

  • Report performance history to management and recommend needed improvements/modifications to the applied technology.

  • Interact as the departmental liaison during and after project implementation with headquarters, institutions, control agencies, and the business community.

  • Provide presentations on the effectiveness of the technology.

The Telecommunications Branch has a role in all new institution construction, facility modification, and maintenance projects. As necessary, the branch designs, procures, maintains, and supports the institutions’ telecommunications systems, the Inmate Security Telephone System, and radio communications in all State correctional institutions, correctional camps, and the CTC. The branch is responsible for managing funds for Department initiated telecommunications and radio projects, and maintaining project budgets.

The Director, Division of Facility Planning, Construction and Management or designee is responsible to ensuring that the contents of this DOMDepartment Operations Manual article are kept current and accurate.

ABAdministrative Bulletin 1473, Chapter 606, Statutes of 1999 California Environmental Quality Act Section 6.00 (Budget Act) CCRCalifornia Code of Regulations 15(3).