____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: _______________________
Disposition: ___________________________
Agenda Item No: 4.b
Meeting Date: April 20, 2026
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: City Manager
Prepared by:
Daniel Cooperman, Community Svcs. Div. Dir.
City Manager Approval: ______________
TOPIC: 350 MERRYDALE INTERIM SHELTER CONTRACT FOR OPERATIONAL SERVICES SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE
A SECOND AMENDMENT WITH FOEGE SCHUMAN GLOBAL DISASTER
SOLUTIONS LLC (FS GLOBAL) IN AN AMOUNT NOT TO EXCEED $2,487,649 FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $3,837,649 TO SUPPORT THE IMPLEMENTATION AND INITIAL OPERATIONS OF THE 350 MERRYDALE INTERIM SHELTER, AND TO EXTEND THE TERM OF THE AGREEMENT THROUGH JUNE 30, 2028; AND AUTHORIZING A SUPPLEMENTAL FY2025-26 BUDGET
APPROPRIATION OF $1,000,000 WITHIN THE CITY’S GRANT FUND (283) TO REFLECT THE PORTION OF THE COUNTY GRANT PROVIDED FOR THIS PURPOSE.
RECOMMENDATION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to negotiate and execute a second amendment with Foege Schuman Global Disaster Solutions LLC (FS Global) in an amount not to exceed $2,487,649, for a total contract amount not to exceed $3,837,649, to support the implementation and initial operations of the 350 Merrydale Interim Shelter, and to extend the term of the agreement through June 30, 2028; and appropriating $1,000,000 of the County Grant.
BACKGROUND:
In response to ongoing challenges related to homelessness and the need for safe, managed spaces for individuals experiencing unsheltered homelessness, the City of San Rafael, in partnership with the County of Marin, established the Sanctioned Camping Area (SCA) as part of its broader homelessness response strategy. The SCA opened in October 2024 and is funded through the State of California’s Encampment Resolution Fund Round 3 (ERF-3) grant, awarded jointly to the City and County.
Through this partnership, the County of Marin coordinates housing-focused case management and outreach services to support participants on their pathway to permanent housing, while the City is responsible for oversight of site operations and related contracts. The SCA provides a structured and supervised environment where individuals can access temporary shelter, basic services, stability, and connections to housing, while also mitigating public health and safety impacts in surrounding areas.
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In May 2024, the City issued a Request for Proposals (RFP) seeking qualified vendors to provide operational and security services and support for a sanctioned camping/safe sleeping program. The City received one proposal for operational services; however, the proposal did not result in a finalized agreement. The City received three proposals for security services and selected Defense Block to provide those services at the Sanctioned Camping Area. Through discussions with Defense Block, the City was connected to Foege Schuman Global Disaster Solutions LLC (FS Global) who had provided similar sanctioned camping/safe sleeping program services in Sonoma County. Through this connection, FS Global was able to provide a proposal for operational services, making them the only available proposer for such services.
On September 18, 2024, the City entered into a General Services Agreement with Foege Schuman Global Disaster Solutions LLC (FS Global) in an amount not to exceed $675,000 to provide operational support for the SCA, including site development and management, staffing, program structures and other assets, and coordination with City staff and service providers. The City Council approved a first amendment to the agreement in June 2025, increasing the contract by $675,000 for a total not to exceed amount of $1,350,000 to support ongoing SCA operations through Fiscal Year 2025–26.
Since its establishment, the SCA has served as a key interim strategy to stabilize individuals experiencing unsheltered homelessness while advancing longer-term housing solutions. The program has connected participants to permanent housing placements, housing-based case management, income support through employment or public benefits, and behavioral health and supportive services.
Building on these outcomes, the City is advancing the next phase of its homelessness response through the development of the 350 Merrydale interim shelter. The 350 Merrydale Interim Shelter is planned to include modular shelter units (“cabins”) and will provide a non-congregate, service-enriched environment designed to support participant stability and housing progression. The shelter is intended to serve individuals currently residing at the SCA and nearby locations, including Andersen Drive, through a coordinated transition process. Upon opening, anticipated in early Fall 2026, participants will be transitioned from the SCA to the 350 Merrydale Interim Shelter in phases, followed by the closure of the SCA and restoration of the Mahon Creek Path to public use.
FS Global’s existing role in operating the SCA, along with its familiarity with site operations, program participants, and coordination with City and County partners, well positions the contractor uniquely to support continuity of operations, facilitate participant transition, assist with site closure, and support initial operations of the 350 Merrydale Interim Shelter.
Over the past 18 months, FS Global has demonstrated a high level of professionalism, adaptability, and commitment to the City’s objectives. Their team has been effective in building trust with program participants, fostering a respectful and supportive environment while maintaining clear expectations and accountability. FS Global staff have consistently demonstrated strong conflict resolution skills, addressing challenges proactively and de-escalating situations in a manner that prioritizes safety and dignity for all involved.
In addition, FS Global has been a responsive and reliable partner to the City, maintaining open lines of communication, quickly addressing operational issues as they arise, and collaborating closely with City and County staff to refine program practices. Their ability to balance compassionate service delivery with structured site management has contributed to overall program stability and positive outcomes. The contractor has also been attentive to community concerns, working in coordination with City staff to minimize impacts and uphold Good Neighbor Policy standards. This strong track record of partnership, responsiveness, and effective program delivery positions FS Global to successfully support the transition to and initial operations of the 350 Merrydale Interim Shelter.
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ANALYSIS
Given the satisfactory performance of FS Global over their management of the Sanctioned Camping Area, Staff are recommending the City enter into a second amendment to the existing contract for FS Global to provide site management, maintenance, and operations for the 350 Merrydale Interim Shelter.
The proposed amendment will help to maintain continuity of operations and services for program participants and reflects a comprehensive approach that includes participant transition support, provision and installation of modular shelter units, and initial operations of the 350 Merrydale Interim Shelter. The details of this work are included in a Scope of Work (Attachment 2) as well as the Contract Amendment (Attachment 3). The key details of this scope include:
Continuity of SCA Operations
FS Global will continue to provide site management and operational support at the SCA during the transition period (estimated July-October 2026). This includes staffing, coordination with City staff and service providers, and maintaining site safety and security, sanitation/janitorial services, and program structure.
Participant Transition to 350 Merrydale Interim Shelter and Closure of the SCA FS Global will support the coordinated transition of participants from the SCA and nearby locations, including Andersen Drive, to the 350 Merrydale Interim Shelter. This transition will occur in phases and will include tasks such as participant outreach and engagement, eligibility screening and prioritization, individualized transition planning, coordination of move-in logistics, and on-site support during relocation.
FS Global will work closely with case managers to ensure participants are prepared for the transition, including communicating program expectations, orienting individuals to the new shelter environment, and addressing barriers to entry such as storage of belongings and any other accommodation needs.
FS Global will also manage day-to-day transition operations, including scheduling move-in cohorts, coordinating transportation of participants and their belongings, maintaining clear communication with all partners, and ensuring the SCA remains stable and well-managed throughout the transition period. Staff will provide hands-on support during move-in days to facilitate a smooth process, reduce confusion, and quickly resolve issues as they arise. In addition, FS Global will continue active engagement with participants who may be hesitant or resistant to transition, using a trauma-informed approach to build trust and encourage participation.
This work will be done in coordination with the County of Marin, service providers, and City staff. The transition approach prioritizes continuity of care and minimizes disruption to participants to the greatest extent possible. FS Global’s familiarity with site operations and participant needs supports a smoother and more efficient transition process, helps maintain engagement in case management and supportive services, and reduces the risk of individuals disengaging from the system of care during this critical period.
Modular Shelter Units (“Cabins”)
Under the proposed amendment, FS Global will provide the project’s modular shelter units. This includes the delivery, placement, installation, and preparation of the units for occupancy, subject to City inspection and acceptance. Once the program concludes FS Global will remove the units from the site.
If the need for modular units extends past the term of the funding agreement with the County of Marin (June 30, 2029), the proposed amendment provides the City with an option to purchase the modular SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
shelter units for $1,000,000, for use at any other interim shelter site. The City does not have any identified funding to facilitate the option at this time, nor has the City identified any other interim shelter site. 350 Merrydale Interim Shelter Operations and Staffing
FS Global will support operations of the 350 Merrydale Interim Shelter, including staffing, site management, fire watch services, and coordination with City and County partners. The Interim Shelter will be staffed 24-hour per day, 7-days per week to maintain a safe, stable, and well-managed environment.
The contractor will maintain an active on-site presence to monitor site activity, respond to operational and safety issues in real time, and coordinate with City staff and service providers as needed. Additional responsibilities include maintaining common areas, providing janitorial services, addressing operational issues, and supporting overall site functionality. The contractor will be responsible for facilitating participant check-in and check-out procedures, managing daily site access and occupancy tracking, and supporting other core administrative and operational functions necessary to ensure the shelter operates in a safe, organized, and efficient manner.
Program operations will be guided by the Interim Shelter’s Good Neighbor Policy (GNP) and Participant Code of Conduct (CoC), which establish clear expectations for behavior, safety standards, and site management. The contractor will implement and monitor these standards, document incidents and response actions, and coordinate with the City on escalated or safety-related issues. This includes applying a structured accountability approach to address non-compliance while maintaining alignment with Housing First principles.
FS Global will maintain a consistent on-site staffing model, with a minimum of three and up to six operations and fire watch staff present at any given time to ensure continuous coverage, safety monitoring, and adherence to site protocols. This operational staffing will be complemented by three housing-based case managers contracted through the County of Marin, who will continue to provide intensive case management and housing navigation services to participants. In addition, City staff will be based out of the Merrydale site to support oversight, coordination, and day-to-day program implementation.
The proposed staffing model reflects established best practices for interim shelter operations, including maintaining consistent on-site coverage, clear delineation of roles, and integration of operations staff with housing-focused case management services. The presence of dedicated operations and fire watch staff ensures 24/7 site safety, active monitoring, and immediate response to issues, while the inclusion of housing-based case managers supports a service-rich environment focused on stabilization and pathways to permanent housing. This layered approach aligns with evidence-based models that emphasize both operational structure and supportive services as critical components of successful interim shelter programs.
At the same time, the model builds directly on lessons learned through the City’s operation of the Sanctioned Camping Area over the past several years. These lessons include the importance of maintaining adequate staffing ratios to support participant engagement and safety, the value of strong coordination between operations staff and service providers, and the need for an on-site City presence to support oversight and responsiveness. The proposed approach reflects refinements made over time to improve program outcomes, enhance accountability, and better respond to both participant needs and community concerns, positioning the Merrydale Interim Shelter for effective and stable operations.
FISCAL IMPACT:
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The total not-to-exceed amount for the proposed amendment is $2,487,649, which includes a one-time charge of $929,892 for the provision, delivery, and installation of the modular shelter units. This cost will be covered by the County’s Grant Agreement, which stipulates that the City shall receive the remaining $1,000,000 of the $8,000,000 grant at the time the order is placed for the shelter units. The attached resolution provides for the appropriation of the remaining grant amount upon receipt of the funds from the County of Marin.
Annual operations and staffing costs for Fiscal Year 2026-27 are budgeted at $1,557,757, and will be funded through the remaining portion of the Encampment Resolution Fund Round 3 Grant, and contributions from the City and County’s respective General Funds as contemplated under the County’s Grant Agreement. Appropriations for these costs will be included in as a part of the Fiscal Year 2026-27 Annual Budget. Any operations and staffing costs for the out-years of this project will be handled on a year-to-year basis to account for any necessary adjustments.
RECOMMENDED ACTION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to negotiate and execute a second amendment with Foege Schuman Global Disaster Solutions LLC (FS Global) in an amount not to exceed $2,487,649 for a total contract amount not to exceed $3,837,649, to support the implementation and initial operations of the 350 Merrydale Interim Shelter, and to extend the term of the agreement through June 30, 2028; and appropriating $1,000,000 of the County Grant.
ATTACHMENTS
1. Resolution
2. Scope of Work
3. Contract Amendment
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE
CITY MANAGER TO NEGOTIATE AND EXECUTE A SECOND AMENDMENT WITH FOEGE
SCHUMAN GLOBAL DISASTER SOLUTIONS LLC (FS GLOBAL) IN AN AMOUNT NOT TO EXCEED $2,487,649 FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $3,837,649 TO SUPPORT THE IMPLEMENTATION AND INITIAL OPERATIONS OF THE 350 MERRYDALE INTERIM SHELTER, AND AUTHORIZING A SUPPLEMENTAL FY2025-26 BUDGET APPROPRIATION OF $1,000,000 WITHIN THE CITY’S GRANT FUND (283) TO REFLECT THE PORTION OF THE COUNTY GRANT PROVIDED FOR THIS PURPOSE.
ER, AND TO EXTEND THE TERM OF THE AGREEMENT THROUGH JUNE 30, 2028; AND APPROPRIATING $1,000,000 OF THE COUNTY GRANT WITHIN THE GRANT FUND (283).
WHEREAS, the City of San Rafael, in partnership with the County of Marin, has implemented programs to address unsheltered homelessness, including the Sanctioned Camping Area (SCA), funded in part through the State of California Encampment Resolution Fund Round 3 (ERF-3) grant; and
WHEREAS, on May 20, 2024, the City issued a Request for Proposals (RFP) seeking qualified vendors to provide operational and security services and support for a sanctioned camping/safe sleeping program; and
WHEREAS, the City received one proposal in response to the RFP, which did not result in a finalized agreement; and
WHEREAS, the City received three proposals for security services and selected Defense Block to provide those services at the Sanctioned Camping Area. Through discussions with Defense Block, the City was connected to Foege Schuman Global Disaster Solutions LLC (FS Global) who had provided similar sanctioned camping/safe sleeping program services in Sonoma County.
Through this connection, FS Global was able to provide a proposal for operational services, making them the only available proposer for such services; and WHEREAS, on August 19, 2024, the City entered into a General Services Agreement with Foege Schuman Global Disaster Solutions LLC (FS Global) in an amount not to exceed $675,000 to provide operational services for the SCA; and
WHEREAS, in June 2025, the City Council approved a first amendment to the agreement, increasing the total contract amount by $675,000, for a total not-to-exceed amount of $1,350,000, to support continued operations; and
WHEREAS, the City is advancing the development of the Interim Shelter at 350 Merrydale to provide a non-congregate, service-enriched shelter environment; and WHEREAS, FS Global’s existing role in operating the Sanctioned Camping Area, along with its familiarity with site operations, program participants, and coordination with City and County partners, well positions the contractor uniquely to support continuity of operations, facilitate participant transition, assist with site closure, and support initial operations of the 350 Merrydale Interim Shelter; and
WHEREAS, the City desires to amend the agreement with FS Global to support the provision and installation of modular shelter units and the implementation and operations of the 350 Merrydale Interim Shelter; and
WHEREAS, the City Council finds that entering into this amendment is in the best interest of the City to ensure continuity of services and timely implementation of the 350 Merrydale Interim Shelter; and
WHEREAS, funding for this amendment is available through the Encampment Resolution Fund Round 3 (ERF-3) grant, County of Marin Grant, and contributions from the City and County’s respective General Funds as contemplated under the County’s Grant Agreement.
NOW, THEREFORE, BE IT RESOLVED
The City Council of the City of San Rafael does hereby resolve as follows:
1. The foregoing recitals are true and correct and without any further competitive bidding, the City Manager is authorized to negotiate and execute a second amendment with Foege Schuman Global Disaster Solutions LLC (FS Global) in an amount not to exceed $2,487,649, for a total contract amount not to exceed $3,837,649, to support the implementation and initial operations of the 350 Merrydale Interim Shelter, and to extend the term of the agreement through June 30, 2028.
2. Authorizes a supplemental FY2025-26 budget appropriation of $1,000,000 within the City’s Grants Fund (Fund 283) to reflect funding provided from the County of Marin Grant to support the agreement.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 20th day of April, 2026, by the following vote, to wit:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
_____________________
Lindsay Lara, City Clerk
EXHIBIT A-2
SCOPE OF WORK
This is Exhibit A-2 is attached to and made a part of the Contract by and between Contractor and the City providing for the referenced services. The Parties agree to amend the Scope of Work to add the following:
1. Description of the Work:
The Contractor shall provide operational services and support for the City’s Interim Shelter located at 350 Merrydale Road (“Interim Shelter”). This includes the ongoing management, staffing, and day-to-day operations of the Interim Shelter to ensure a safe, stable, and wellmaintained environment for program participants. The Contractor shall also provide modular shelter units to support Interim Shelter operations, in accordance with the approved estimate and specifications. Services under this Scope of Work include site management, staffing, fire watch services, coordination with City staff and service providers, and the implementation, monitoring, and enforcement of the Participant Code of Conduct (CoC) and Good Neighbor Policy (GNP).
The Contractor shall maintain an active on-site presence to monitor participant behavior, address issues in real time, and document and respond to violations of the CoC and GNP in coordination with the City. The Contractor shall coordinate closely with the City to support effective operations, respond to operational needs, and ensure alignment with program expectations and performance standards.
2. Specific Tasks:
As part of the Scope of Work, the Contractor shall perform the additional following tasks:
Task 1 – Modular Shelter Units (Procurement, Installation, and Readiness) The Contractor shall provide modular shelter units to support operations at the Interim Shelter located at 350 Merrydale Road (“Interim Shelter”), including up to thirty-three (33) Conex modular units, totaling approximately sixty-six (66) individual single room occupancy (SRO) units, consistent with the approved estimate and specifications. This Task includes the provision, delivery, installation and maintenance of the Units, as further described in Subtask 1.1 and Subtask 1.2 below.
Subtask 1.1: Provision of Units
The Contractor shall provide the modular shelter units in accordance with approved specifications and coordinate delivery of the Units to the project site. All Units shall be delivered in a condition suitable for installation.
Subtask 1.2: Installation of Units
- The Contractor shall be responsible for delivery, placement, installation, and preparation of the Units for occupancy. This includes positioning, securing, and configuring the Units on site to create a safe and functional environment.
- The Contractor shall ensure that all Units are installed by a California licensed contractor and in a condition that is safe, secure, and ready for occupancy per local and state standards, as determined by the City. To the extent that the City may certify the Units for occupancy in its regulatory capacity, Contractor hereby acknowledges and agrees that such certification for occupancy is limited to compliance with the state and local laws that are applicable within the City of San Rafael and does not extend outside the City of San Rafael’s jurisdiction.
- The Contractor shall coordinate with the City on installation timing, participate in a joint inspection, and correct any identified deficiencies prior to final acceptance.
Task 2 – Interim Shelter Operations. The Contractor shall operate and manage the Interim Shelter located at 350 Merrydale Road on a 24-hour per day, 7-day per week basis. This includes providing staffing, site management, fire watch services, and overall day-to-day operations to ensure a safe, stable, and well-functioning environment.
The Contractor shall be responsible for monitoring site activity, responding to operational and safety issues, and implementing and monitoring the Participant Code of Conduct (CoC) and Good Neighbor Policy (GNP) in coordination with the City.
The work under this Task includes, but is not limited to, the following Subtasks:
• Subtask 2.1: The Contractor shall provide and maintain staffing for the Interim Shelter on a 24-hour per day, 7-day per week basis in accordance with the City-approved staffing plan.
This includes site management, operations staff, site staff, and fire watch personnel. • Subtask 2.2: The Contractor shall be responsible for day-to-day operations of the Interim Shelter, including maintaining a safe, orderly, and functional environment for participants and staff. This includes monitoring site activity, maintaining common areas, and addressing operational issues as they arise.
• Subtask 2.3: The Contractor shall maintain an active on-site presence to monitor participant activity and overall site conditions. The Contractor shall respond to incidents and safety concerns in real time, including de-escalation and coordination with City staff, service providers, and emergency services when necessary.
• Subtask 2.4: The Contractor shall implement and monitor compliance with the Participant Code of Conduct and Good Neighbor Policy, including oversight of participant behavior and site conditions both within the Interim Shelter and in surrounding areas impacted by the program. The Contractor shall document all violations, corrective actions, and outcomes, and apply the Accountability and Response Framework consistently. Deliverables shall include regular reporting on incidents, response actions, and trends, as well as coordination with City staff on escalated or safety-related issues.
• Subtask 2.5: The Contractor shall provide ongoing reporting and coordination to support oversight of Interim Shelter operations. This includes regular communication with City staff, timely notification of incidents or emerging issues, and coordination with County partners, service providers, and public safety agencies. The Contractor shall submit reports and participate in scheduled meetings to support operational review, issue resolution, and continuous program improvement.
DELIVERABLES
Contractor’s additional deliverables under the Contract include as follows:
1. Project Deliverables:
Task 1 Deliverables
Subtask 1.1 Deliverables
• Provide up to thirty-three (33) modular emergency shelter units (approximately sixty-six (66) SROs) in accordance with approved specifications.
• Deliver 100% of Units to the project site.
• Ensure all Units are delivered in a condition suitable for installation Subtask 1.2 Deliverables
• Complete delivery, placement, and installation of 100% of Units at the project site. • Ensure all Units are safe, secure, and ready for occupancy, as determined by the City. • Participate in a joint inspection with the City upon completion of installation. • Correct any identified deficiencies prior to final acceptance by the City. • Maintain Units in a condition suitable for occupancy throughout the period of use. • Respond in a timely manner to maintenance or condition-related issues of the Units during the period of use and maintain the Units for habitability. • Pay prevailing wages to its employes as required by state law for this Subtask. Copies of the general prevailing rates of per diem wages for each craft, classification, or type of worker needed to execute the Contract, as determined by Director of the State of California Department of Industrial Relations, are on file at the City’s Public Works Department upon request and may be obtained from the California Department of Industrial Relations website http://www.dir.ca.gov/OPRL/DpreWageDetermination.htm. Contractor shall comply with the 8-hours per day/40 hours per week/overtime/working hours restrictions for all employees, pursuant to the California Labor Code. Contractor and all subcontractors shall keep and maintain accurate employee payroll records for Work performed under the Contract. The payroll records shall be certified and submitted as required by law, including Labor Code Sections 1771.4 (if applicable) and 1776, including to the Labor Commissioner no less frequently than monthly. Contractor shall comply fully with Labor Code Section 1777.5 in the hiring of apprentices for work relating to the Contract. • Task 2 Deliverables
Subtask 2.1 Deliverables
• Maintain staffing coverage at or above 95% of scheduled shifts on a monthly basis. For purposes of this Agreement, staffing coverage is defined as all required positions for a scheduled shift being filled in accordance with the City-approved staffing plan. • Ensure 100% of required fire watch coverage during all scheduled hours. • Fill staffing gaps for critical roles (including Site Manager or lead staff) within the same shift whenever feasible.
• Notify the City of any significant or prolonged staffing shortages that may impact operations.
Subtask 2.2 Deliverables
• Operate and maintain the Interim Shelter in a safe, orderly, and functional condition. • Maintain common areas and shared spaces in a clean and usable condition. • Monitor site activity on an ongoing basis and address operational issues as they arise. • Respond to routine operational needs in a timely manner. • Document and track operational issues and actions taken as part of regular reporting to the City.
Subtask 2.3 Deliverables
• Maintain an active on-site presence at all times to monitor participant activity and site conditions.
• Respond to on-site incidents and safety concerns immediately upon awareness. • Document 100% of reportable incidents within 24 hours of occurrence. • Notify the City of significant incidents, safety concerns, or emergency responses within 24 hours.
Subtask 2.4 Deliverables
• Maintain a log of all Code of Conduct and Good Neighbor Policy incidents, including date, type of issue, actions taken, and outcome.
• Provide a monthly summary report that includes total incidents, categories of issues, repeat occurrences, and resolution status.
• Document all escalated or safety-related incidents and provide timely notification to the City in accordance with agreed protocols.
• Track and report trends or recurring issues, including actions taken to address them. • Provide documentation upon request to support City review, audits, or community concerns.
Subtask 2.5 Deliverables
• Submit weekly written reports to the City from shelter opening through the first six (6) months of operations. Following this period, transition to monthly reporting, unless otherwise directed by the City.
• Reports shall include, at a minimum: site occupancy and operations, staffing coverage, incidents and safety issues, Code of Conduct and Good Neighbor Policy activity (including violations and actions taken), operational challenges, and key coordination updates. • Provide timely notification to the City of significant incidents, safety concerns, or operational issues.
• Participate in regular coordination meetings with City staff (weekly or as requested), including preparation of updates as needed.
• Maintain ongoing communication with the City regarding site operations and emerging issues between reporting periods.
METHOD OF PAYMENT
Subject to the terms and conditions of this Contract, Contractor shall be paid as follows:
Task 1 – Modular Emergency Shelter Units. For Task 1, the Contractor shall be compensated in a total amount not to exceed Nine Hundred Thousand Dollars ($900,000), allocated as follows:
• Subtask 1.1 – Provision of Units
The Contractor shall be compensated in an amount not to exceed Seven Hundred Thousand Dollars ($700,000) for the provision of modular shelter units. Payment shall be made upon delivery of 100% of the Units to the project site and verification by the City that the Units have been received in a condition suitable for installation. • Subtask 1.2 – Installation of Units
The Contractor shall be compensated in an amount not to exceed Two Hundred Thousand Dollars ($229,892) for the delivery, placement, and installation of the Units. Payment shall be made upon completion of installation and written verification by the City that the Units are installed and ready for occupancy, subject to inspection and acceptance by the City.
Task 2 – Interim Shelter Operations. For Task 2 and associated subtasks, the Contractor shall be compensated on a time and materials basis in accordance with the rates and budget approved by the City, in an amount not to exceed One Million Five Hundred Fifty-Seven Thousand Seven Hundred Fifty-Seven Dollars ($1,557,757).
The Contractor shall submit itemized invoices identifying labor hours, staff classifications, and associated costs. All invoices shall be subject to review and approval by the City and must demonstrate compliance with the Scope of Work, including required deliverables.
The City reserves the right to request additional supporting documentation and to withhold or delay payment for incomplete, inaccurate, or non-compliant submissions. – END OF EXHIBIT A-2 –