memorandum
Human Services Department
510-574-2050
December 2, 2022
To: Heather Lee, Deputy City Attorney
Suzanne Shenfil, Human Services Director
Arquimides Caldera, Deputy Human Services Director
From: Laurie Flores, Homeless Services Manager
Subject: Winter Relief Agreements RFP Exemption
In FY 2021/22 City of Fremont started providing a Winter Relief program in the form of temporary shelter at local hotels. On November 2nd, City Council approved entering into a contract with Alameda County to provide winter relief in this structure. At that time I reached out to 3 hotels, and 2 responded, Days Inn and Mission Peak Lodge. We entered into Service Agreements, based on the Emergency Shelter Agreement developed for the Islander program, for a not to exceed $99,000. On March 15, 2022, City Council authorized an amendment to increase the Days Inn agreement by $71,000 for a total of $170,000.
For this FY 2022/23 season, both Days Inn and Mission Peak Lodge reached back out to the City to partner again to provide space for winter relief shelter. Historically we have received minimal interest in partnership with hotels to provide temporary shelter and it has been difficult to engage hotel management in conversations around stays beyond 29 days. For this reason and coupled with the imminent need to provide expanded shelter during inclimate weather, we are seeking an exemption to the formal RFP procurement process under FMC 3.20.320(a), “[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.” We do not believe any formal RFP process would yield substantial advantages to the City, for this program.
Thank you.
Laurie Flores