Fremont City Council Meeting: 03/15/22 07:00 PM
3300 Capitol Avenue Div/Dept: Human Services Department Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
STAFF REPORT (ID # 4560) DOC ID: 4560
Updated: 3/8/2022 9:40 AM by Alberto Quintanilla Page 1 AUTHORIZE AMENDMENT FOR KB SON INC. OWNER OF DAYS INN - Authorize the City Manager to Execute an Amendment with KB SON INC., Owner of Days Inn, to Continue Providing Units for the Winter Relief Non-Congregate Shelter Program
Contact Persons:
Name: Laurie Flores Suzanne Shenfil
Title: Homeless Services Manager Director
Div/Dept: Human Services Department Human Services Department Phone: 510-574-2040 510-574-2051
E-Mail: [email protected] [email protected]
Executive Summary: In November 2020, the City Council approved the implementation of a non-congregate temporary shelter winter relief program. KB Son Inc., owner of Days Inn in Fremont, (KB Son) was selected as a motel room provider for the program. Staff wishes to amend an existing $99,000 agreement with KB Son and recommends the City Council authorize the City Manager to execute a $71,000 amendment to the contract, for a new total contract amount not to exceed $170,000.
BACKGROUND: On November 2, 2021, the City Council approved the implementation of a winter relief program which provides non-congregate shelter to program participants through temporary motel stays at partnering hotel sites, as well as wrap-around services.
This program is consistent with Alameda County Shelter Health guidelines, to maintain the health and safety of participants and staff. Eligible participants must be referred directly by service providers or emergency services personnel. Program expectations for participants include working with an assigned case manager or housing navigator, respecting the property, and adhering to the rules of the program. Families with minor children, older and medically frail adults, and those with a pathway toward housing are prioritized for the program.
In December, in order to expedite program implementation, the City executed contracts with two motel partners, Days Inn and Mission Peak, in amounts not to exceed $99,000 each, the administrative contract threshold. Ultimately, Days Inn had more rooms available than Mission Peak Hotel and has therefore reached its contract limit. An Amendment for additional bed nights would cause the Days Inn contract to exceed $99,000 and therefore require City Council authorization. Staff anticipates reducing Mission Peaks Hotel’s purchase order, by the anticipated unused portion, to accommodate the increase in the Days Inn contract.
DISCUSSION/ANALYSIS: The current agreement with KB Son includes reimbursement of $85 per night for one-bed units and $95 per night for two-bed units, per occupied unit. The term of the agreement ends on March 31, 2022, the projected end date of the Winter Relief program. Through the first 9 weeks of the program, the Days Inn provided over 932 bed nights of temporary shelter.
Staff Report (ID # 4560) Meeting of March 15, 2022
Updated: 3/8/2022 9:40 AM by Alberto Quintanilla Page 2 Amendment #1 would keep the current term through March 31, 2022 and the same unit rates. Staff is requesting an amendment of $71,000, the projected total cost of the current room occupancy at the Days Inn through the end of the program.
FISCAL IMPACT: The recommended action has no fiscal impact on the General fund.
Costs for this amendment are covered through funds provided by Alameda County (Fund 193) and donations (Fund 146). In anticipation of this contract, sufficient funding has been appropriated through previous City Council actions.
Agreement Amount
Current Agreement $99,000
Amendment #1 $71,000
Total: $170,000
Upon execution of the recommended amendment, the total contract amount will not exceed $170,000.
ENVIRONMENTAL REVIEW: The action is exempt from review under the California Environmental Quality Act, pursuant to, without limitation, CEQA Guidelines Section 15378(b) and/or 15061(b)(3), each as a separate and independent basis, as it is an administrative or fiscal activity that has no possibility of directly or indirectly causing a significant effect on the environment
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager to execute an amendment with KB Son Inc. in an amount not to exceed $71,000 for a new total agreement not to exceed $170,000.