Fremont City Council Meeting: 10/14/25 07:00 PM
3300 Capitol Avenue Div/Dept: Human Services Department Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5545) DOC ID: 5545
Updated: 10/9/2025 9:53 AM by Dina Lewis Page 1
WINTER RELIEF PROGRAM AGREEMENTS - Authorize the City Manager, or Designee, to Execute Service Agreements with Motels for Temporary Use of Motel Rooms as Winter Relief Shelter, Enter into a Three-Year Service Agreement with the County of Alameda; and Make Findings of CEQA Exemption.
Contact Persons:
Name: Judith Christopher Arquimides Caldera
Title: Senior Program Coordinator Human Services Director Div/Dept: Human Services Department Human Services Department Phone: 510-574-2207 510-574-2056
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this staff report is to recommend the City Council take various actions necessary to carry out the FY 2025/26 Winter Relief program, including:
1) Authorize the City Manager to execute a FY 2025/26 Service Agreement with hotel partner C & L Wu, LLC (Mission Peak Lodge) in the amount of $135,000 for temporary use of hotel rooms as non-congregate winter relief shelter; 2) Authorize the City Manager to execute a three-year (FY 2025/28) Service Agreement with hotel partner Fremont North, LLC (Motel 6 Fremont North) in the amount of $410,955 per fiscal year for temporary use of hotel rooms as non-congregate winter relief shelter; 3) Authorize the City Manager to execute a three-year (FY 2025/28) Service Agreement with Alameda County for $726,652 to support service, staff, and administrative costs of the program; and
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).
BACKGROUND:
Warming Center and Winter Program Models: In the winter of 2013, the City opened a Warming Center at the request of the Alameda County Board of Supervisors, after the death of two homeless individuals from hypothermia. The Warming Center operated during inclement weather. In FY 2018/19, the City opened a congregate Winter Shelter model that was open seven nights a week for four months. In FY 2021/22, the City transitioned to and established a non-congregate Winter Relief Program that used motel rooms, which helped prevent the exposure and spread of COVID-19, and emerged as a best practice for those experiencing homelessness to stabilize and connect them with supportive services.
The City has continued to successfully operate the Winter Relief Program (Program) and in FY 2024/25, the Program operated from December 1, 2024, to May 1, 2025. The Program provided up to 27 hotel rooms and served 49 individuals, including 8 minors. Overall, the program provided 5,736 total bed nights of service to individuals. Meals were provided on a nightly basis and service coordination was provided to each participant, through the Human Services Department and other community service providers.
Council Staff Report (ID # 5545) Meeting of October 14, 2025 Updated: 10/9/2025 9:53 AM by Dina Lewis Page 2
The Warming Center, Winter Shelter, and now, Winter Relief Program have been funded through a combination of City funding, Alameda County funding, foundation/corporate grants, and private donations. Throughout the years, the programs have also relied on partnerships with local motels, health and support service providers, and local restaurants.
DISCUSSION/ANALYSIS:
Continuation of the Winter Relief Program: At least 80% of unhoused residents in Fremont do not have access to shelter. Those experiencing unsheltered homelessness remain vulnerable to exposure and transmission of COVID-19 and other winter illnesses.
The FY 2025/26 Program (November 3, 2025, through April 2, 2026) will provide approximately 40 motel rooms at two partnering motel sites. Unsheltered families with minor children, older and medically frail adults, and those identified through City outreach and initiatives will be eligible for the Program. Program expectations for participants include respecting the host motel property and adhering to the rules of the Program.
Hotel stays allow Program participants to experience a more dignified and individualized service as each unit has a locking door, storage for belongings, and a private bathroom. All households served will be assessed for their eligibility for Alameda County’s Coordinated Entry System (CES).
City staff, through the Human Services Department, will administer the Program and will continue evening check-ins and distribution of needed food, hygiene, and clothing supplies.
As a key Program goal is to assist Program participants in exiting the Program in a more stable condition than when they first enrolled, City staff make every effort to provide or connect Program participants with supportive services, in alignment with their individual needs.
Partnerships with Local Hotels: In Fiscal Year 2024/25, the City conducted a Request for Proposal (RFP) via BidNet.com. Following extensive outreach over several years, the City received three proposals, which were evaluated by an interdepartmental team from the Department of Human Services and the City Manager’s Office. The evaluation considered factors such as geographic distribution of services across the City, amenities suitable for multi-person households, understanding of the scope of work, responsiveness to RFP requirements, and service costs. Based on this recent evaluation and considering the budgetary constraints of the Winter Relief Program, staff recommend authorization to continue contracting with the previously selected vendors, Mission Peak Lodge and Motel 6 Fremont North, and to enter into service agreements with them to provide approximately 40 rooms combined for temporary shelter.
FISCAL IMPACT: Staff anticipate a total budget of approximately $896,879. As a part of the FY 2025/26 Adopted Operating Budget, the City Council appropriated sufficient funds to cover the cost of this program, including $471,379 from the City's General Fund and Affordable Housing and Homeless Services Fund. Program revenue includes grants from Alameda County Social Services Agency (SSA), Alameda County-Oakland Community Action Partnership (AC-OCAP), Vision 2036 funding, one-time Development donations, and City funding.
Council Staff Report (ID # 5545) Meeting of October 14, 2025 Updated: 10/9/2025 9:53 AM by Dina Lewis Page 3
Revenue Source Amount
Alameda County SSA (FY2025/26 portion) $ 230,500
Alameda County OCAP 40,000
Vision 2036 Alameda County Grant from
Alameda County Supervisor Elisa Marquez 50,000
Private Developer Donations 105,000
City Funds (General Fund and 112) 471,379
Total Revenue: $896,879
Alameda County’s FY 2025/26 contribution of $230,500 is part of a larger three-year commitment, and staff recommend entering into a three-year Service Agreement with Alameda County in an amount not-to-exceed $726,652.
Program expenses include coordination and monitoring staff, daily meals, flex funding to support clients’ transitions to housing or other goal-oriented needs, and the two motel contracts.
Expenses
City Staff $173,156
Motel Stays 545,955
Meals 85,666
Flex Funding 57,000
Move In & Operating Supplies 9,900
Overhead 25,201
Total Expenses: $896,879
Staff recommend entering into a three-year agreement with Fremont North, LLC. (Motel 6 Fremont North), in an amount not to exceed $410,955 per fiscal year and entering into a one-year agreement with C & L Wu, LLC (Mission Peak Lodge) an amount not-to-exceed $135,000.
ENVIRONMENTAL REVIEW: The operation of the Winter Relief Program and the acceptance of a grant from the County of Alameda to operate Program are exempt from review under the California Environmental Quality Act (CEQA) because, without limitation, these actions are not a “project” as defined in CEQA Guidelines Sections 15378(b)(2), 15378(b)(4), and/or 15378(b)(5), and it can be seen with certainty that there is no possibility that the action may have a significant effect on the environment as specified in CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATION:
City staff recommend that the City Council take the following actions related to the Winter Relief Program:
Council Staff Report (ID # 5545) Meeting of October 14, 2025 Updated: 10/9/2025 9:53 AM by Dina Lewis Page 4
1. Authorize the City Manager, or designee, to execute a one-year Service Agreement with hotel partner C & L Wu, LLC (Mission Peak Lodge) in an amount not-to-exceed $135,000 for temporary use of hotel rooms;
2. Authorize the City Manager, or designee, to execute a three-year Service Agreement with hotel partner Fremont North, LLC (Motel 6 Fremont North) in an amount not-to-exceed $410,955 per fiscal year for temporary use of hotel rooms;
3. Authorize the City Manager, or designee, to execute a three-year Service Agreement with Alameda County for $726,652 to provide service, staff, and administrative costs for the Program; and
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).