Section 170. Criteria for board funding recommendation

Article 5. Funding

A. The board shall evaluate the need for the project as demonstrated by the information provided in the Community-Based Corrections Plan and planning study, or the minor renovation project information.

B. Operational cost efficiency. The board shall take into consideration the operational cost efficiency of the interior design of the facility with special concern for the number of security staff required, functional layout, material selection and fuel efficiency.

1. The Department of Corrections requirement for minimum staffing efficiency is a ratio of one security staff member to three inmates based on the operational capacity of the facility.

2. Any proposed facility requiring a less efficient staffing ratio than the department requirement shall be justified in order to be considered for reimbursement; for example, a renovated facility with design limitations necessitating increased staffing.

C. Construction cost. Economy of construction cost is necessary and will be reviewed as follows:

1. Projects or portions of projects involving renovation of existing facilities shall be reviewed in relation to the efficiency of the renovated spaces, the appropriateness of the proposed changes and the relationship of the changes to the project as a whole.

2. Projects or portions of projects involving renovation of existing facilities shall be reviewed in relation to the adjusted median cost of local correctional facilities. The comparison of project costs to the adjusted median cost shall be made utilizing the appropriate estimated construction costs which were based on current cost values.

3. When reviewing the construction costs, the board may adjust the amount being requested for reimbursement funding as follows:

a. A reduction in funding when functional areas of the facility, such as kitchen, recreation, visiting, laundry, library and commissary, are not included or are included at a size not in conformance with applicable board standards or normal practice;

b. A reduction in funding when planned facilities vary from the recommended security level proportions contained in the board standards by more than 10% without proper justification;

c. An increase in funding when construction is proposed for space or spaces to be utilized for inmate industries;

d. An increase in funding when support services areas are proposed at sizes larger than necessary in anticipation of future enlargement or enlargements or expansion or expansions to the facility; and

e. An increase in funding when the facility includes areas for extraordinary inmate program activities.

D. Such increases and decreases in funding shall be based on the gross square footage of the various conditions multiplied by a cost equal to the adjusted median cost or the proposed gross square foot cost of the facility, whichever is less.

E. Adjusted median cost. The adjusted median cost of local correctional facilities shall be calculated by the department using national area averages based on the number of beds and the following procedure:

1. For jails housing maximum, medium and minimum custody inmates, a cost per square foot base figure shall be the national median square-foot unit cost published in the latest edition of "Means Facilities Cost Data" published by R. S. Means Company Inc.

2. For jails housing only maximum custody inmates, a cost per square foot base figure shall be the national ¾ square-foot unit cost published in the latest edition of "Means Facilities Cost Data" published by R. S. Means Company Inc.

3. For low rise dormitories providing only community custody housing a cost per square foot base figure shall be the national median square-foot cost, published in the latest edition of "Means Facilities Cost Data" published by R. S. Means Company Inc.

4. The national square-foot cost shall be adjusted for applicability to Virginia localities by applying an adjustment factor given for appropriate class of structures in the local multipliers section of the "Marshall Valuation Service Manual" published by Marshall & Swift, latest edition.

5. The adjusted square-foot costs shall be multiplied by per-bed area allowances based on the national average gross square footage of facilities; the area allowances shall be:

a. Facilities housing maximum, medium and minimum inmates with 50 or fewer beds - 450 square feet per bed;

b. Facilities housing maximum, medium and minimum inmates with more than 50 beds - 400 square feet per bed;

c. Community custody housing facilities with 50 or fewer beds - 275 square feet per bed;

d. Community custody housing facilities with more than 50 beds - 250 square feet per bed.

F. Median state construction cost calculation.

1. National cost per square foot x local modifier x area allowance per bed equals adjusted median cost of local correctional facility. Additive to the median cost of the local correctional facility are the reasonable cost of items similar to those in 6VAC15-80-150, subsection 11f. The total project cost is a summation of all of these items which equals the amount for state reimbursement consideration.

2. The amount recommended for project funding shall not exceed the adjusted median construction cost plus 10% plus other costs as addressed in 6VAC15-80-150 subsection 11f, or planning study estimated cost, whichever is less. Costs exceeding the state allowed amount as calculated in subsection F 1 above must be borne solely by the owner.

3. Construction cost shall be based on costs as of the midpoint of construction.

G. The cost of renovation of an existing facility shall be reviewed on a case by case basis and shall be presented in calculations separate from new construction costs.

H. When a single locality wishes to construct a project in phases to meet the needs outlined in the Community-Based Corrections Plan the board may recommend approval of reimbursement based on the total estimated cost of the project as if it were to be completed as a single endeavor, however, amounts recommended for approval for reimbursement shall be proportional to the phases of construction.

Historical Notes

Derived from VR230-30-005.1 § 2.11, eff. July 1, 1994.

Statutory Authority

§§ 53.1-5 and 53.1-80 through 53.1-82 of the Code of Virginia.