March 7, 2023
Community Development
DATE: March 7, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Lina Velasco, Director of Community Development
Jesus M. Morales, Housing Manager
Subject:
Contract Amendments Related to Castro Encampment
Resolution Project for Security and Fencing
FINANCIAL IMPACT: The proposed security services and fence installation will be paid for using funds from the $4.8 million encampment resolution grant received from the California Interagency Council on Homelessness (Cal ICH) (Account String:
15061219-400201-16G07)
PREVIOUS COUNCIL
ACTION:
November 22, 2022, and January 17, 2023
STATEMENT OF THE
ISSUE:
City staff is requesting City Council authorization to
execute two contract amendments related to
implementing components of the Castro Encampment
Resolution Project. One contract amendment will be with Ascend Professional Services, LLC, for security services and the other with Chainlink Fence and Supply, Inc. to
install fencing to secure the encampment site. Both
contract amendments will be paid using grant funds
received for the project.
AGENDA
REPORT
March 7, 2023
RECOMMENDED ACTION:
APPROVE a Second Amendment to the contract with
Ascend Professional Services, LLC to increase the
contract amount by $732,996, for a total contract amount of $1,107,996, to provide security guard services, for a term ending on June 30, 2024; and APPROVE a First
Amendment to the contract with Chainlink Fence and
Supply, Inc. to increase contract amount by $69,029, for a total contract amount of $93,538, for fencing installation at the Castro Encampment, with a term extending
through December 31, 2023. Both contract amendments
will be paid using grant funds received for the Castro
Encampment Resolution Project – Community
Development Department (Lina Velasco/Jesus M.
Morales 510-620-6706).
DISCUSSION:
Security Services at the Castro Encampment
Community Development Department staff issued a Request for Proposals (RFP) for security services at the Castro Encampment in December 2022. The RFP was issued to 346 vendors. Fourteen responses to the RFP were received. The evaluation team was comprised of the Housing Manager, the Castro Encampment Project Manager (Project Manager), a CORE Team member, a Castro Encampment Advisory Board member, and a staff member of a local service provider. Of the fourteen submittals received, four were invited for interviews based on their responsiveness to the RFP requirements. A person with lived experience also participated in the interviews held.
Based on the proposal rankings and interviews, the evaluation panel recommends contracting with Ascend Professional Services, LLC (Ascend) to provide security services at the Castro encampment. Ascend has been providing security services at the encampment since December 2022; therefore, City staff is recommending an amendment to their current contract as a result of the RFP process.
The security services at the Castro encampment have started to have a positive impact on the level of illegal activity as residents and visitors become aware of the security’s presence in conjunction with the resident rules and regulations provided by the Project Manager, and registration and issuance of parking stickers for resident’s vehicles.
The second amendment to the contract with Ascend will continue the security guard services which include three guards on duty, 24 hours a day, for the three phases of security services, per the Scope of Work, for the period from April 1, 2023, and ending June 30, 2024, for a total amount not to exceed $1,107,996.
March 7, 2023
Chauncey Kirtdoll, principal of Ascend, has over 25 years of experience in human resources, project and property security services, and military training. Ascend provides security in various locations and property types such as shopping malls, parking lots, schools, apartment buildings, grocery stores, homeless encampments, and other large public events. All Ascend security guards are or will be licensed by the State of California for security services. In addition, Ascend requires their staff to participate in trainings to enhance their people management skills. His firm can also access additional staffing, including local hires as needed based on the requirements of each assignment.
Ascend has the necessary staff for the current and ongoing assignment.
Fencing at the Castro Encampment
Additionally, as part of the security enhancements for the Castro encampment, City staff is also recommending the approval of a first amendment to a contract with Chainlink Fence and Supply Inc. Public Works is currently in contract with this company, so to expedite the fence construction, City staff is proposing amending the existing contract scope and amount to include the cost of the work involving the removal and replacement of the fencing at the Castro encampment. The total contract amendment is for $69,029, which will bring the total not to exceed amount to $95,538.
The site fencing at the Castro encampment has many sections that have been removed or damaged, and it is not providing sufficient security to the encampment. The proposed contract will remove the old fencing and replace it with 1,550 linear feet of new 6’ high chain link fencing. A new rolling gate, 14’ wide by 6’ high, will be installed on the Hensley Street side to provide ingress and egress for the site. Bollards will also be installed on the North Castro Street side to control vehicular traffic to and from the site while also allowing bike riders to access the Bay Trail. A temporary reroute of the Bay Trail is also necessary to be able to enclose the encampment site.
Castro Encampment Update
These two contract amendments will assist the City in achieving its goals of resolving this encampment by June 2024. Following the recent placement of nine people into housing this past week, 53 people remain on-site and seven people are planned to move into housing through March 10. The remaining 46 people are expected to be placed into housing prior to June 2024, when the grant expires.
DOCUMENTS ATTACHED:
Attachment 1 – Amendment No. 2 and Contract with Ascend Professional Services Attachment 2 – Bid Summary - Security Services at Castro Homeless Encampment Attachment 3 – Amendment No. 1 and Contract with Chain Link Fence and Supply, Inc.