Fremont City Council Meeting: 12/06/22 07:00 PM
3300 Capitol Avenue Div/Dept: Human Services Department Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
STAFF REPORT (ID # 4756) DOC ID: 4756
Updated: 12/1/2022 12:10 PM by Alberto Quintanilla Page 1 WINTER RELIEF SERVICE AGREEMENT - Authorize the City Manager or their designee to enter into a $230,500 Standard Service Agreement with the County of Alameda for the City to provide non-congregate shelter options for individuals and families experiencing homelessness; Approve related appropriation actions; and authorize the City Manager or designee to execute FY 2022/23 Standard Service Agreements with K B & Son, Inc. and C & L, LLC, for temporary use of hotel rooms as winter relief shelter utilizing the Alameda County grant and making findings of CEQA exemption.
Contact Persons:
Name: Laurie Flores Arquimides Caldera
Title: Homeless Services Manager Deputy Director of Human Services
Div/Dept: Human Services Department Human Services Department Phone: 510-574-2040 510-574-2056
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this staff report is to request the City Council approve a $230,500 service agreement with Alameda County for the provision of temporary, non-congregate shelter for individuals and families experiencing homelessness for a winter relief program. Staff recommends the City Council increase FY 2022/23 appropriations to reflect the additional revenue for this program. Staff also recommends that City Council authorize the City Manager or their designee to enter into service agreements with local hotel partners, to provide the space for temporary winter relief shelter, utilizing the Alameda County grant funds.
BACKGROUND:
Warming Center and Winter Program Models: The City first opened the Warming Center in the winter of 2013 at the request of the Alameda County Board of Supervisors, after the death of two homeless individuals from hypothermia. Under the Warming Center model, the City provided shelter only during inclement weather. In FY 2018/19, the City transitioned to a full-service Winter Shelter model that was open seven nights a week for four months. In FY 2021/22, the Winter Shelter program shelter transitioned into a Winter Relief program through the temporary use of motel rooms, as non-congregant shelter, an added measure to prevent exposure and spread of COVID-19 to a highly vulnerable population. Winter Relief operated every night between December 1, 2021 – March 31, 2022, and served 56 unique individuals ranging in age from 18 months – 81 years old, totaling 2,410 bed nights of service and serving 2,410 catered dinners.
The Warming Center, Winter Shelter, and now, Winter Relief programs have Staff Report (ID # 4756) Meeting of December 6, 2022
Updated: 12/1/2022 12:10 PM by Alberto Quintanilla Page 2 been funded through a contract with Alameda County, foundation/corporate grants and private donations. Throughout the years, the programs have also relied on partnerships with local health and support service providers. They have also received tremendous support from Fremont residents; over 130 community members have volunteered by creating a welcoming environment, donating meals and supplies, and in the early years, serving dinners to participants on a nightly basis.
DISCUSSION/ANALYSIS:
Continuation of the Winter Relief Program: Those experiencing unsheltered homelessness remain vulnerable to exposure and transmission of the contagious COVID-19 and other winter illnesses. This 2022/23 winter season (December 1, 2022 through April 30, 2023) the City of Fremont is continuing the non-congregate Winter Relief program. For the past 18 months of the pandemic, this non-congregate shelter model has emerged as a best practice for those experiencing homelessness to stabilize and connect them with supportive services. This model provides program participants with temporary motel stays at partnering hotel sites as well as wrap-around services. The cities of Livermore, Alameda, Oakland, Berkeley, and San Leandro all provide similar Winter Relief non-congregate shelter programs, through their partnerships with local motels, street outreach teams and non- profit service providers. Alameda County Social Services Agency has agreed to provide $230,500 to support the program model.
Staff proposes to implement a winter relief program design consistent with Alameda County Shelter Health guidelines, to maintain the health and safety of participants, volunteers, 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 will be prioritized for the program.
The City will continue to provide robust supportive services through evening meal delivery and appropriate linkages to local resources. Program participants experience a more dignified and individualized experience than in years past because, at minimum, each unit will have a locking door, storage for their belongings, and a private bathroom. Each program participant will be assessed for their eligibility for Alameda County’s Coordinated Entry System (CES).
Continuation of Partnerships with Local Hotels: Staff seeks authorization to enter contracts to partner with Days Inn and Mission Peak Lodge to provide, at least, a combined 20 rooms for temporary shelter.
In FY 2021/22 staff reached out to multiple local hotels in an effort to set up standard service agreements to procure the temporary use of hotel space.
Only Days Inn and Mission Peak lodge responded and executed an Staff Report (ID # 4756) Meeting of December 6, 2022
Updated: 12/1/2022 12:10 PM by Alberto Quintanilla Page 3 agreement with the City. In FY 2022/23, City staff are seeking to continue the partnership. However, because both agreements may exceed $100,000 over the course of six months, the contracts would be subject to the RFP competitive procurement process under Fremont Municipal Code Chapter
3.20 unless exempt. Here, City staff recommend that the City Council find authorization of execution of agreement with K B Son, Inc. owner of Days Inn, and C & L, LLC, owner of Mission Peak Lodge, is exempt from the formal RFP procurement process under FMC 3.20.320(a). That exception provides that, “[t]he [C]ity may enter into a contract for personal property, services or public project construction without complying with the competitive procurement requirements….where solicitation of bids or proposals would not be useful or produce any advantage for the [C]ity and is therefore impractical, unavailing or impossible.” Staff believes that this exemption applies, as experience has shown it is extremely difficult to find partners willing to reserve blocks of rooms to be used for sheltering homeless individuals. It also is extremely difficult to reach an appropriate contact for hotels to make the very time-sensitive partner decisions as necessary to serve the public health, safety and welfare. Moreover, staff notes that there is an imminent, urgent need to expand winter sheltering, which adds to the impractical nature of complying with a RFP process that is unlikely to yield any meaningful advantage to the City.
City staff will utilize all Alameda County grant funds, authorized under this item, and remaining CARES grant funds for the agreements.
FISCAL IMPACT: Staff anticipates that the $230,500 contract with Alameda County will cover 100% of the service, staff and administrative costs of the two programs. In anticipation of Winter Relief program, the City Council appropriated $175,500 in the Human Services Miscellaneous Operating Grants Fund (Fund 193), which is also being used to administer other housing and homeless programs. Staff is recommending that Council increase the appropriation in Fund 193 by $55,000 to reflect the actual increased contract amount.
ENVIRONMENTAL REVIEW: The acceptance of a grant from the County of Alameda to operate a temporary seasonal shelter is exempt from review under the California Environmental Quality Act (CEQA), each as a separate and independent basis, pursuant to CEQA Guidelines section 15183 (projects consistent with the general plan or zoning) and/or 15061(b)(3), which is the general rule that CEQA applies only to projects that have the potential for causing a significant effect on the environment. The operation of the temporary seasonal shelter will not cause a significant effect on the environment.
ATTACHMENTS: None.
ATTACHMENTS:
• Memo Winter Relief Agreement 11292022
Staff Report (ID # 4756) Meeting of December 6, 2022
Updated: 12/1/2022 12:10 PM by Alberto Quintanilla Page 4 RECOMMENDATION:
1. Authorize the City Manager or designee to execute a FY 2022/23 Standard Service Agreement of $230,500 with the County of Alameda to support the Winter Relief program.
2. Increase the revenue estimate in the Miscellaneous Operating Grants Fund (Fund 193) by $55,000 to reflect the service agreement with the County of Alameda and increase appropriations by $55,000 for the Winter Relief program.
3. Authorize the City Manager or designee to execute FY 2022/23 Standard Service Agreements with K B & Son, Inc. and C & L, LLC, for temporary use of hotel rooms as winter relief shelter.
4. Find that the actions are exempt from review under the California Environmental Quality Act (CEQA), pursuant to CEQA Guidelines sections 15183 and/or 15061(b)(3).