City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: DECEMBER 20, 2022 FROM: CITY MANAGER’S OFFICE WARD: ALL
SUBJECT: MEASURE Z - RFP 2158 FOR HOMELESS ENCAMPMENT CLEAN UP SERVICES – FIVE SERVICES AGREEMENTS FOR ENCAMPMENT CLEAN UP SERVICES PANEL FOR A ONE-YEAR TERM, WITH OPTIONS TO EXTEND FOR FIVE ADDITIONAL ONE-YEAR TERMS, IN ANNUAL AMOUNT OF UP TO $250,000 PER SERVICE PROVIDER ISSUES:
Consider approval of Services Agreements to five homeless encampment clean up service providers for a one-year period, with five optional one-year extensions, to provide encampment clean up services to the Public Safety Engagement Team in response to RFP 2158 in an annual amount of up to $250,000 per service provider.
RECOMMENDATIONS:
That the City Council:
Approve Services Agreements to five homeless encampment clean up service providers for a one-year period, with five optional one-year extensions to provide Homeless Encampment Clean Up Services in response to RFP 2158; and Authorize the City Manager, or designee, to execute the Services Agreements with the five service providers, including making minor and non-substantive changes, and to execute any optional extensions.
BACKGROUND:
On April 2, 2019, the City Council approved the Public Safety and Engagement Team Program (Program) to address concerns related to the ongoing challenge of homelessness and its impact on the quality of life in the City. As part of the Program, two multi-departmental Public Safety and Engagement Teams were authorized to help ensure that quality of life is maintained, City facilities are being used in a safe and enjoyable manner, problems in the parks and public areas are addressed quickly and efficiently, and community members are behaving in accordance with applicable City codes and ordinances.
The teams receive specialized training related to homeless engagement, mental health and public health, and consists of representatives from the following departments:
Riverside Police Department (RPD)
Code Enforcement Division – Community and Economic Development Department (Code) Office of Homeless Solutions – City Manager’s Office
Parks, Recreation, and Community Services Department (PRCSD) Through the approval of this Program, a supplemental appropriation in the amount of $3,451,126 was authorized by City Council from Measure Z to fund personnel and equipment for the two Public Safety and Engagement Teams, including $1,000,000 for homeless encampment clean-up services.
On July 19, 2019, the City entered into a Services Agreement for Homeless Encampment Clean Up Services with DeAngelo Brothers, LLC (DBI). The original agreement term established through RFP 1900 was for a six-week trial period beginning June 19, 2019, in an amount not to exceed $50,000.
On August 6, 2019, City Council approved an Amended and Restated Agreement to extend the contract with DBI through June 30, 2020, and to increase the compensation amount an additional $250,000, for a total contract not to exceed $300,000.
On March 17, 2020, the City Council approved the First Amendment to the Amended and Restated Encampment Clean-up and trash Removal Services Agreement with DBI for Homeless Encampment Clean-up Services through December 31, 2020, in the amount of $300,000, for a total contract cost not to exceed $600,000.
On November 10, 2020, the City Council approved the Second Amendment to the Amended and Restated Encampment Clean-up and trash Removal Services Agreement with DBI for Homeless Encampment Clean-up Services through June 30, 2021, in the amount of $400,000, for a total contract cost not to exceed $1,000,000.
On August 3, 2021, the City Council approved the Third Amendment to the Amended and Restated Encampment Clean-up and Trash Removal Services Agreement with DBI for Homeless Encampment Clean-Up Services through June 30, 2022, in the amount of $700,000, for a total contract cost not to exceed $1,700,000.
In November 2021, the City was informed that DBI closed for business. On December 23, 2022, the City was informed that DBI sold substantially all of its assets to DeAngelo Contracting Services, LLC (DCS). In May 2022, DeAngelo Contracting Services had met all vendor and insurance requirements and assumed the Services Agreement through June 30, 2022.
On May 3, 2022, the City Council approved the establishment of a PSET Wildland Team. The expanded Program is responsible for the implementation of the anti-camping Ordinance focusing on the public wildland areas resulting in a significant reduction of encampments in areas that are environmentally sensitive and hazardous areas. The establishment of the Wildland Team included a $1,287,539 professional services budget to meet clean up services, mental health bed, Outreach Grid software license, and special services.
On September 20, 2022, the City Council approved a Services Agreement with DCS for Homeless Encampment Clean Up Services through December 31, 2022, in the amount of $500,000.
DISCUSSION:
On August 2, 2022, the Purchasing Division issued Request for Proposals (RFP) No. 2158 for Homeless Encampment Clean Up Services. Nine responsive proposals were received by the August 23, 2022 deadline.
A selection committee of three City staff members reviewed and scored the proposals based on qualifications, experience, references, approach, and methodology outlined in RFP No. 2158. After careful review and consideration, the evaluation committee determined that the following five service providers are most qualified to perform the services outlined in RFP No. 2158.
Vendor Name
Clean Harbors Environmental Services, Inc.
DeAngelo Contracting Services, Inc.
Hunter Consulting Inc., dba HCI Environmental & Engineering Landscape Maintenance of America, dba California Highway Adoption Company Woods Maintenance Services, Inc.
The Purchasing Manager concurs that the recommendation to award is in compliance with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority No. 2 Community Well-Being and Goal No. 2.6 – Strengthen community preparedness for emergencies to ensure effective response and recovery.
The item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Through establishing a panel of homeless encampment clean up service providers, the PSET team is afforded the resource to effectively and efficiently meet community response needs associated with homeless encampment clean up efforts.
Equity – The establishment of a service provider panel, the PSET team is afforded the ability to expand service levels ensuring an equitable distribution of PSET and homeless encampment clean up efforts.
Fiscal Responsibility – The formal Request for Proposals process ensured a competitive procurement process was used to provide the City with competitively priced quotes for service.
Innovation – In order to meet the community’s changing needs and prepare for the future, a panel of homeless encampment service providers was established to operate multiple encampment clean up efforts simultaneously.
Sustainability & Resiliency – Through regularly assessing the needs of the PSET team as it relates to both Urban and Wildland program needs, the Program is afforded the ability to make changes as needed and utilize expansive service provider resources to provide homeless encampment clean up services.
FISCAL IMPACT:
The fiscal impact of this action is up to $1,250,000. Funds are budgeted and available in the Measure Z Fund, Public Safety & Engagement Team – Urban, Professional Services Account 8003901-421000 and Public Safety & Engagement Team – Wildland, Professional Services Account 8004901-421000.
Prepared by: Megan Stoye, Principal Management Analyst
Certified as to
availability of funds: Edward Enriquez, Chief Financial Officer/Treasurer Approved by: Edward Enriquez, Interim Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
RFP Award Recommendation
Services Agreement – Clean Harbors Environmental Services, Inc.
Services Agreement – DeAngelo Contracting Services, Inc.
Services Agreement – HCI Environmental & Engineering
Services Agreement – California Highway Adoption Company Services Agreement – Woods Maintenance Services, Inc.
Award RFP 2158. ● Page 3