CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: July 15, 2026
To: Honorable Mayor and City Council Members
From: Gabriel Elliott, Director of Community Development & Housing Department: Community Development & Housing
Subject: Award Professional Service Agreement Between the City of San Bernardino and Everytable for the Operation of the Emergency Meal Services Assistance – CDBG-CV
Program (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager, or designee, to amend (as necessary) and execute the vendor services agreement with Everytable, the highest-ranked proposer selected through the City's competitive Request for Proposals (RFP) process, to provide meal services for individuals and families experiencing homelessness participating in the City's Emergency Motel Voucher Program.
2. Authorize the use of CDBG-CV funds (set to expire October 2026) to provide meals for clients housed through the City’s Emergency Motel Voucher Program; and
3. Adopt Resolution No. 2026-109 authorizing the Director of Finance and Management Services to amend the FY 2026-27 budget to establish the Emergency Meal Services Assistance Program and appropriate $200,000 in CDBG-CV funds for the program; and
4. Authorize the City Manager, or designee, to take any additional actions and execute any agreements or documents necessary to implement the new agreement and administer the CDBG-CV grant program.
City Manager's Comments
The City Manager concurs with the recommendation to participate in the City’s Emergency Motel Voucher program.
Executive Summary
The City of San Bernardino serves a vulnerable population that relies on emergency meal assistance while temporarily housed through the City’s Emergency Motel Voucher Program. These clients include individuals and families experiencing homelessness or housing instability who often lack consistent access to safe and nutritious meals.
This action authorizes the City Manager, or designee, to amend and execute an agreement with Everytable, the selected proposer through the City's competitive Request for Proposals (RFP) process, to provide meal services for individuals and families participating in the City's Emergency Motel Voucher Program. The agreement will be funded using Community Development Block Grant – Coronavirus (CDBG-CV) funds, which are required to be fully expended by October 2026.
The action also authorizes the Director of Finance and Management Services to amend the FY 2025–2026 Adopted Budget as necessary to align with the revised expenditure timeline and funding allocations associated with the agreement.
Background
The Motel Voucher Program provides non-congregate shelter for individuals and families experiencing homelessness, which addresses the immediate needs of these individuals and families while the City develops the permanent SB HOPE Campus. The program is funded through American Rescue Plan Act (ARPA) State and Local Fiscal Recovery Funds (SLFRF), Permanent Local Housing Allocation (PLHA), and CDBG- CV allocations, with CDBG-CV funds specifically supporting emergency shelter and services to prevent, prepare for, and respond to the impacts of COVID-19 among vulnerable populations.
The program helps prevent the spread of COVID-19 by reducing reliance on congregate shelter settings and allowing individuals and families experiencing homelessness to safely isolate in non-congregate environments. It also prepares the City to respond to public health emergencies by maintaining flexible, and immediately deployable shelter capacity that can be activated during disease outbreaks or other crisis events. By providing rapid emergency housing, the program serves vulnerable populations at heightened risk of severe illness, including unsheltered individuals, families, and those with underlying health conditions, while ensuring access to safe shelter during inclement weather and public health emergencies.
The development and implementation of the Motel Voucher Program has progressed through several key program milestones including:
•October 27, 2022: The City hosted a Homeless Workshop that identified the critical need to increase shelter bed capacity for those experiencing homelessness.
•December 7, 2022: The Mayor and City Council demonstrated their commitment to addressing homelessness by allocating $12.5 million in American Rescue Plan Act (ARPA) funding for the development and operation of a low-barrier, non-congregate Navigation Center. An additional $4.5 million in ARPA funding was approved to support the navigation center's operation. •February 1, 2023: The City declared a Homelessness State of Emergency in response to the escalating crisis.
•May 17, 2023: The Mayor and City Council approved the Homelessness Declaration Implementation Plan, which emphasized the urgent need for emergency and interim shelters due to existing shelters operating at near-full capacity,
•July 19, 2023: The City Council amended $9,732,162 in Permanent Local Housing Allocation (PLHA) Funds of which $1,232,740.52 was reallocated to support interim shelter activities.
•August 16, 2023: The Mayor and City Council approved a Substantial Amendment to the FY 2020-2021 Annual Action Plan to reallocate $1,145,201 in Community Development Block Grant Coronavirus (CDBG-CV) funds. Funds are used to support interim shelter activities.
•September 11, 2023: The City released an initial Request for Proposal (RFP) seeking motel operators to participate in the Motel Voucher Program. Four proposals were received, with two motels located outside city limits. •December 6, 2023: The City Council formally approved the Motel Voucher Program, authorizing Professional Service Agreements with motel operators to provide interim shelter. Staff were specifically directed to seek local motel operators due to concerns about facilities outside city limits. The total amount of grant funding allocated to this program was $3,044,190. •December 6 - 22, 2023: An expedited RFP was issued and completed, resulting in the selection of Anand Patel's three local motels to provide access to 130 motel rooms and 200 beds.
•March 20, 2024: Professional Services Agreement (PSA) executed with SB Motel North LLC for the Motel 6 North property, located at 1960 Ostrems Way, San Bernardino, CA 92407.
•November 20, 2024: Council approved Amendment No. 1, expanding program capacity to 130 rooms/200 beds and extending the term through December 31, 2026.
•April 2, 2025: Council approved Amendment No. 2 to correct budget obligations and incorporate CDBG funds.
Discussion
The City's Emergency Motel Voucher Program provides temporary, non-congregate shelter for individuals and families experiencing homelessness or housing instability.
While the program provides critical short-term housing stability, many participants reside in motel rooms without access to kitchen facilities, refrigeration, or reliable transportation to obtain food. As a result, participants often face immediate barriers to accessing safe and nutritious meals while temporarily housed.
Providing meal assistance is an essential component of supporting program participants, many of whom are experiencing significant economic hardship, health vulnerabilities, and other barriers associated with homelessness. Without a reliable meal service, participants may lack consistent access to nutritious foods during their motel stays.
The City currently has Community Development Block Grant–Coronavirus (CDBG-CV) funds available to support activities that prevent, prepare for, and respond to the impacts of the COVID-19 pandemic among vulnerable populations. A total of $200,000 has been identified for this project, and all CDBG-CV funds must be fully expended by October 2026. Utilizing these funds for meal services will address an immediate humanitarian need while ensuring the timely and compliant expenditure of federal resources.
To address this need, the City conducted a competitive Request for Proposals (RFP) process to identify a qualified provider for meal preparation and delivery services for participants in the Emergency Motel Voucher Program. Proposals were evaluated based on qualifications, experience, organizational capacity, service approach, and cost effectiveness. Following the evaluation, Everytable was determined to be the highest-ranked proposer based on its demonstrated ability to meet the City's service requirements, delivery schedule, and operational needs, including the capacity to provide large-scale meal preparation and coordinated delivery to multiple motel locations.
RFP Evaluation Results
Rank Proposer Total Score*
1 Everytable 277.50
2 Saboree Catering 266.25
*Maximum possible score: 300 points.
The vendor services agreement between the parties, included with this agenda item, is a draft that reflects the parties’ proposed terms and conditions. Prior to execution, the agreement will undergo final review by the City Attorney's Office and Everytable.
Revisions by either party will be limited to minor administrative, legal, or non- substantive changes that do not alter the scope of services, compensation, or the intent of the agreement as approved by the Mayor and City Council.
Approval of the proposed agreement, in an amount not to exceed $200,000, will allow the City to implement consistent meal services for program participants, support the health and well-being of individuals and families participating in the Emergency Motel Voucher Program, and ensure the timely and compliant expenditure of available CDBG-CV funding prior to the October 2026 grant expenditure deadline.
Strategic Targets and Goals
The request to approve the Subrecipient Agreements aligns with Strategic Target No. 3: Improved Quality of Life by reducing the burden of homelessness through enjoyment, collaboration, and partnership with other entities.
Fiscal Impact
There is no General Fund impact. The proposed agreement, in an amount not to exceed $200,000, will be fully funded through the City’s Community Development Block Grant–Coronavirus (CDBG-CV) allocation.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager, or designee, to amend (as necessary) and execute the vendor services agreement with Everytable, the highest-ranked proposer selected through the City's competitive Request for Proposals (RFP) process, to provide meal services for individuals and families experiencing homelessness participating in the City's Emergency Motel Voucher Program.
2. Authorize the use of CDBG-CV funds (set to expire October 2026) to provide meals for clients housed through the City’s Emergency Motel Voucher Program; and
3. Adopt Resolution No. 2026-109 authorizing the Director of Finance and Management Services to amend the FY 2026-27 budget to establish the Emergency Meal Services Program and appropriate $200,000 in CDBG-CV funds for the program; and
4. Authorize the City Manager, or designee, to take any additional actions and execute any agreements or documents necessary to implement the new agreement and administer the CDBG-CV grant program.
Attachments
Attachment 1 – Resolution No. 2026-109
Attachment 2 – City of San Bernardino Emergency Meal Service Program_Everytable Proposal
Attachment 3 – RFP F-26-1058 Emergency Meal Service Program Cost File
Attachment 4 – Everytable Draft Agreement
Ward:
All Wards
Synopsis of Previous Council Actions:
August 4, 2021, Mayor and City Council received a report and discussed the allocation of ARPA Funds.
December 7, 2022, Mayor and City Council approved a Homelessness Solutions Action Plan, and $24.5 million in ARPA funds to help mitigate homelessness.
February 1, 2023, Mayor and City Council declared a Homelessness State of Emergency.
May 17, 2023, Mayor and City Council approved a Homelessness State of Emergency Implementation Plan.
July 19, 2023, Mayor and City Council approved an Amendment to Permanent Local Housing Allocation Funds to assist individuals experiencing homelessness.
August 13, 2023, Mayor and City Council approved a Substantial Amendment to FY2020-2021 Annual Action Plan associated with Community Development Block Grant Coronavirus Relief Funds to support interim shelter activities.
December 6, 2023, Mayor and City Council approved a Motel Voucher Program and authorized Professional Service Agreements with motel operators to provide interim shelter.
March 6, 2024, Mayor and City Council approved the Emergency Shelter Program with Anand Patel in the amount of $2,751,840 while reallocating unspent PLHA funds in the amount of $327,591.
CC: Eric Levitt, City Manager