ACTION:
____________________________
Clerk/Secretary
Department: City Manager Item No: D3
Prepared by: Amanda Lee, Assistant City Manager Meeting Date: June 28, 2022 Approved by: Patrick Johnson, City Manager Agenda Location: Discussion SUBJECT: SAFE PARKING PROGRAM REQUEST FOR PROPOSALS
RECOMMENDATION: Discuss the Safe Parking Program Request for Qualifications and provide direction to staff.
CORRELATION TO CITY COUNCIL GOALS: (1) Homelessness and Housing, and (2) Public Safety.
PRIOR ACTION: On April 26, 2022, City Council directed staff to develop an RFP for a safe parking program and to allocate up to $250,000 for the establishment of a safe parking site (Vote: 4-1, Ritter opposed).
On January 25, 2022, City Council directed staff to review safe camping and safe parking and bring back recommendations at a future City Council meeting (4-1, Ritter opposed).
STATEMENT ON THE SUBJECT: On January 25, 2022, the City Council directed staff to review safe parking and return to City Council with recommendations at a future City Council meeting. Following the direction, staff visited and met with safe parking providers and researched safe parking service options. On April 26, 2022, the City Council directed staff to proceed with a Request for Proposals (RFP) to select a provider to develop a Safe Parking Program in the City. Included as Exhibit 1 is the draft Safe Parking Program RFP.
Draft RFP. Staff evaluated and discussed Safe Parking Program RFPs with other jurisdictions and has incorporated aspects of their frameworks into the draft RFP. The draft RFP is divided into five sections: 1) Introduction, 2) Fund, 3) Proposed Scope of Work, 4) Proposal Instruction, and 5) Evaluation Criteria.
Below is a summary of each section excluding the Introduction. Following discussion, recommendations from the City Council will be incorporated into the final RFP document.
Funding. The draft RFP identifies up to $250,000 from the City’s Housing Fund for the operation of the Safe Parking Program.
Proposed Scope of Work. The program overview section of the draft RFP outlines the required program elements including:
AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
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Discussed the Safe Parking Program Request for Qualifications and provided direction to staff.
MEETING DATE: June 28, 2022
PAGE 2
SUBJECT: SAFE PARKING PROGRAM REQUEST FOR PROPOSALS
• Site Location. The proposer must identify a site location within City limits on a privately owned or publicly owned site. At a minimum, all proposed sites must have either access to hook-ups for water, power, and sewage or space to bring in portable facilities. • Service Requirements for Safe Parking Operator. The proposer must detail the linkages to supportive services as clients work towards permanent housing goals. Additionally, the proposer must detail the number of parking spaces (minimum 10 and maximum 25), hours/days of operation, onsite facilities, security, and outreach to the neighboring community. The full scope of service requirements is detailed on page 2 and 3 of the draft RFP. • Target Population. The draft RFP stipulates that the Safe Parking Program is available to single adults, or families who are living in their vehicles or actively fleeing domestic violence and have an operable vehicle.
• Reporting. The selected organization will be required to submit quarterly and annual expenditure and performance reports on outputs and outcomes including:
o Number of individuals/households assisted
o Composition and demographics of household(s)
o Number of parking spaces occupied per night
o Linkages to resources and exit outcomes
• Eligible Costs. The draft RFP outlines the eligible costs associated with the Safe Parking Program.
A listing of the costs is found on page 4 of the draft RFP.
Proposal Instructions. Page 5 and 6 of the draft RFP detail the Proposal Instructions. The draft RFP requires proposals to include an interest letter that provides an overview of the organization and the key staff members who will oversee the Safe Parking Program. Other requirements include:
• Organizational Capacity and Experience: Proposers will be required to detail their organizations experience in operating a Safe Parking Program, their staffing capacity to operating a Safe Parking Program, how the organization will track and measure outcomes, the financial capacity to operate a Safe Parking Program, and how the organization will ensure safety for the clients and surrounding neighborhood.
• General Program Overview: Proposers must detail how their organization supports strength -based supportive services, how they plan to implement the Safe Parking Program and engage the community, and outline key operating practices such as reporting, operating hours/days, and code of conduct.
• Budget and Cost Efficiency: Proposers must provide a comprehensive itemized budget proposal, which includes startup costs and ongoing operation costs. • Site Location and Readiness: Proposers must identify a proposed site, evidence of site control, and an overview of how the site location is suitable for project needs. Site visits will be arranged for all proposed locations as part of the review process.
Evaluation Criteria. RFP submissions will be evaluated based on Organizational Capacity and Experience, General Program Overview, Budget and Cost Efficiency, and Site Location and Readiness. The scoring metrics is included on page 4 of the draft RFP. Information on how each metric is evaluated is detailed in the Proposal Instructions section of the draft RFP.
06/28/2022 D3 2 of 9
MEETING DATE: June 28, 2022
PAGE 3
SUBJECT: SAFE PARKING PROGRAM REQUEST FOR PROPOSALS
Next Steps. Based on the direction received, staff will post the RFP as soon as June 29, 2022. Staff will review responses and return to City Council will a recommendation by August 2022. Additionally, staff will continue to review funding options to fund ongoing safe parking expenses.
FISCAL IMPACT: There is no direct fiscal impact associated with the staff recommendation. Any future fiscal impact will be based on direction received by the City Council, which will be identified in future agenda reports.
EXHIBITS:
1. Draft RFP
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400
CITY OF VISTA
REQUEST FOR PROPOSALS
FOR
SAFE PARKING OPERATOR
Applications Available June 29, 2022
Applications Due August 10, 2022
City of Vista
200 Civic Center Drive
Vista, CA 92084
EXHIBIT 1
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INTRODUCTION
The City of Vista (City) is a charter city, incorporated in 1963, located seven miles from the ocean in northern San Diego County. Vista is approximately 19 square miles with a population of 98,381. On March 20, 2020, City Council adopted a Strategic Plan to Address Homelessness (Strategic Plan) that utilizes a three -pronged approach, blending services, resources, and enforcement to address the following primary goals: 1) Prevent Homelessness; 2) Improve Quality of Life; and 3) Reduce Homelessness. The Strategic Plan can be found online at cityofvista.com/strategicplan. Since October 2020, the City Social Worker has collected local data on individuals experiencing homelessness in the City, and has identified 289 individuals experiencing homelessness from October 2020 to March 2022.
On April 26, 2022, the City Council directed staff to proceed with a Request for Proposals (RFP) to select a provider to develop a Safe Parking Program in the City. Currently, the only Safe Parking Program operating in North County San Diego is located in the City of Encinitas.
FUNDING
The City has set aside up to $250,000 for the operation of the Safe Parking Program. Funding for the Safe Parking Program will derive from the City's Housing Funds; however, the City will continue to seek other funding sources.
III. PROPOSED SCOPE OF WORK
In the City, there are a significant number of people who are living in their vehicles; however, the City does not permit overnight vehicle parking. As a result, individuals living in their vehicles must move repeatedly, or face the risk of citations and/or towing. The lack of safety and stability for individuals living in their vehicles hinders their path to self-sufficiency and housing. To help alleviate this issue, the City wishes to establish a City of Vista Safe Parking Program (Safe Parking Program) that allows for overnight parking at a specific location for individuals and/or families who currently dwell in their vehicles.
The scope of services set forth in this RFP represents an outline of the services that the City anticipates the successful proposer will perform, and is presented for the primary purpose of allowing the City to compare proposals. The precise scope of services to be incorporated into the Professional Services Agreement will be negotiated between the City and the successful proposer. The City requests that the proposer suggest changes to the scope of services (as a part of the proposal) in order to achieve a successful Safe Parking Program.
Site Location
The applicant must have an identified site within their proposal. The location must be within City limits.
Respondents may propose privately -owned sites where they have either ownership or operational agreements with the owners or public -owned sites. Examples of suitable sites for consideration include underutilized parking lots, covered storage areas, and vacant commercial spaces. At a minimum, all proposed sites must have either access to hook-ups for water, power, and sewage or space to bring in portable facilities. Currently, the City does not have specific zones that permit Safe Parking. Staff will work with the successful respondent in processing applications for a zone change. 4 06/28/2022 D3 5 of 9
Service Requirements for Safe Parking Operator
The City wants its Safe Parking Program to be a bridge to helping people find permanent housing.
Therefore, experienced service providers are needed to operate and manage a safe parking program for unsheltered individuals and/or families. Additionally, the operator must provide linkages to supportive services as clients work towards permanent housing goals. It is the respondents responsibility to thoroughly review this RFP before preparing a proposal to ensure that they have the ability to comply with the RFP and all of the program requirements.
The anticipated program requirements include:
• Capacity to provide a minimum of 10 parking spaces with a maximum of 25 parking spaces • Site management, including staffing for operations including case management and housing navigation services
• On -site restroom facilities that are ADA compliant (portable toilets acceptable) • Handwashing station (portable stations acceptable)
• Well -lit grounds
• At least one parking space between each vehicle for privacy • Fencing or natural fencing
• Garbage collection
• Operate seven days a week
• Have suitable hours of operation (suggested hours of operation: 7pm to 7am) • Office space for onsite case management
• Use of the Coordinated Entry Referral System to facilitate placement and reporting through the Homeless Management Information System (HMIS)
• Coordination with the community to address issues that arise in nearby areas Additional Requirements:
• Safe parking site will have a secure, single point of entry for registered clients • Operators should be trauma informed and client focused with strong connectivity to health care services, behavioral health, income and benefit assistance, and re -housing services • Development of a "pet -friendly" environment that provides a reasonable accommodation for certain types of pets and comfort animals. This may include a limit on the total number of animals allowed on site and partnerships with animal service organizations • Partnership and participation in community engagement meetings • Track and measure program outcomes and uses data to improve performance.
Reporting
The agency will be required to submit quarterly and annual expenditure and performance reports on outputs and outcomes. In addition to utilizing HMIS, the funded agency will be required to report on the following metrics:
• Number of individuals/households assisted
• Composition and demographics of household(s)
• Number of parking spaces occupied per night
• Linkages to resources and exit outcomes
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Target Population
Single adults, or families who are living in their vehicles or actively fleeing domestic violence, and have an operable vehicle. Clients are required to have a current and valid driver's license, vehicle insurance, and a registered, operating vehicle. Additionally, clients cannot be a registered sex offender or a felon with a history of violent crimes.
Eligible Costs
Eligible costs for the Safe Parking Program may include:
• Operating costs
• Supportive services
• Leasing / fees associated with space
• Minor site improvements and repairs
• On -site sanitation facilities including
portable restrooms and handwashing
stations
• Refuse collection
• General lot maintenance
• Security
• Utilities
• Insurance
• Materials and supplies
• Program oversight
• Case management
• Linkages to community resources
• Equipment and rentals
• Site amenities
IV. PROPOSAL INSTRUCTIONS
All proposals must be submitted through the City's Electronic Bidding System, ProcureNow, https://secure.procurenow.com/portal/cityofvista , by the due date and time. Late proposals will not be considered.
Questions related to the proposal must be submitted through ProcureNow. Questions must be received by July 13, 2022. Answers will be uploaded to ProcureNow no later than 5:00 p.m. July 20, 2022.
The City reserves the right to reject any or all proposals received, any portion of any proposal, and to waive any irregularities or informalities in proposals or the RFP process.
A completed submittal will include the following documents.
Interest Letter In no more than four (4) pages, on your agency letterhead describe your organization, mission, history, objectives, programs and services, and any other pertinent organizational capacity information. Please include:
• Name, address, phone number and e-mail address of the person(s) who will be authorized to represent your agency
• The names of the key members of the Safe Parking Program team • Confirmation of review of insurance requirements and other forms that will be required under contract with the City
• Letter signed by an officer or director of the agency authorized to bind the organization to all comments made in the submission
Narrative Description (20-page limit) of the following:
A. Organizational Capacity and Experience:
• Experience: Describe your organization's experience overseeing a Safe Parking Program or similar program providing social services to the unsheltered population. Include number of years, population served, project scope, funding, partners, and number served by your program(s).
rd
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• Operational Capacity: Describe your organization's ability to operate a Safe Parking Program and your ability to fulfill the service needs described in Section II, Program Overview. Describe the basic organization and management structure of your agency, and any proposed partners or subcontractors.
• Data Management: Describe how your organization currently tracks and measures program outcomes and uses data to improve performance. Describe the organization's plan to track information for this program. Explain any current use of HMIS or the Coordinated Entry System. • Financial Capacity: Describe your organization's financial policies and include your organization's most recently filed annual audit and financial statement. Respondent must explain the system in place to manage financial accounting and ensure adequate oversight and management of fiscal systems.
• Safety: Describe your on -site safety and security plan addressing secured entrances, on -site security personnel, alarms, cameras, lighting, loitering policy, de-escalation policy, entrance and exit procedures, client storage, weapons on site, and procedure for contacting law enforcement.
B. General Program Overview: Provide a summary of the proposed services to be provided and how your organization supports strength -based supportive services. • Implementation Plan: Describe how your organization plans to implement and operate the Safe Parking Program. Describe the start-up process and any necessary work that is needed to engage partners, leverage services, and build relationships within the community, including conducting community engagement meetings.
Operations: Describe key operating practices, including:
➢ Staffing plan
➢ Describe rules or codes of conduct for onsite guests or use of services. ➢ Detailed description of the services to be provided, including a description of any evidence-based/evidence-informed practices that will be implemented ➢ Number of available parking spaces
➢ Approximate number of people to be served nightly
➢ Program hours and days
➢ A description of how the Safe Parking Program will be promoted to clients Safety: Provide a description of how your organization will develop policies and practices to ensure the safety and wellness of all guests and personnel, including management approach to rule violations.
Outcomes: Describe how your work will support the goal of client stabilization and re -housing.
Describe how your efforts will support and improve an individual's health, income, and advancement towards housing placement and ongoing stability.
C. Budget and Cost Efficiency: Provide a comprehensive itemized budget proposal, which includes startup costs and ongoing operation costs. Include a detailed statement of hourly rates for all positions, full-time employees dedicated to the proposed program, subcontracting and consulting agreements, equipment and supplies, reimbursable expenses, in -kind contributions, other funding sources, etc. The budget should clearly explain all costs related to the services provided.
D. Site Location and Readiness: A responsive submission should include a description of the proposed site, evidence of site control, and an overview of how the site location is suitable for project needs. Site visits will be arranged for all proposed locations as part of the review process. Please include in short format, the following information.
• Address or Parcel Number
• Current owner of record
Proof of Agency Site Control (lease, tax records, etc.) Plot map with all adjacent streets and parcels
5 06/28/2022 D3 8 of 9
• Plot map with proposed project siting, including access and exit points, and all relevant services • A narrative statement describing how the proposed location will accommodate requested services
V. Evaluation Criteria
Submissions shall be evaluated according to qualifications, approach, references, clarity of response, and cost. All responses should include evidence of their organization's approval to apply for this Request for Proposal ("RFP.") The following scoring system will be utilized:
A.
Organizational Capacity and Experience
30 points
B.
General Program Overview
30 points
C.
Budget and Cost Efficiency
20 points
D.
Site Location and Readiness
20 points
Total
100 Points
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ADD TO PACKET
From: Mireva Banuelos
To: Kathy Valdez; Public Comments
Subject: D3 Safe Parking Program Requests for Proposals Date: Sunday, June 26, 2022 5:41:25 PM
Hello,
I am in support of advocating for the creation of a safe parking program in our city.
There are residents currently sleeping in their cars in neighborhoods and commercial.
Creating a safe parking program with social services support can contribute to the improvement of these residents' lives and therefore they can contribute to our city's society more positively.
Please see the Jewish Family Service Safe Parking Program: Safe Parking Program - JFSSD for reference.
Sincerely,
Mireya Banuelos
Resident of Vista
Mireya Banuelos, MPH, CHES®
D3
From: Holly Herring
To: Kathy Valdez
Subject: 6/28/22 City Council meeting: Comment Item D3 - Safe Parking Date: Monday, June 27, 2022 10:05:29 AM
Dear council members,
I appreciate very much that a safer parking option is being discussed and considered. An episode of homelessness should be rare, short lived, and nonrecurring. When a person or family remains homeless for over a year or experiences multiple episodes of homelessness, it becomes increasingly more difficult to resolve that homelessness and the individual or family is more prone to future episodes of homelessness. Catching a household while they still have the luxury of a vehicle and before they hit the exposure of the open streets is critical.
There are many myths about homelessness but the facts are out there. Most homelessness is self resolved within days or weeks. Only about 1/3 of people without a house experience a serious mental illness. Less than half have a substance use issue and the majority develop that as a result of being homeless. They are more likely to be the victim of violence than the perpetrator. They are more likely to have the label of "criminal" due to their daily survival activities being criminalized. They refuse crowded, unhealthy, and unsafe shelters, not housing in general. A significant number have jobs or are unable to work due to disability or lack of resources necessary to obtain and maintain a job. These are people who, at over 70%, were members of our community for a year or longer before becoming homeless. If the conditions around them are unsanitary it's often because they don't have access to regular hygiene or weekly trash service. And it's always less expensive to house people than it is to have unsheltered homelessness. Housing releases a great deal of strain on our jails, our emergency rooms, and on our law enforcement's time.
I refer to "Safe Parking" as "Safer Parking" because really, it's never "Safe" to be sleeping without a house. It can be made safer, however. It is also important to keep at the forefront of your mind that shelters and safer parking lots are NOT the destination, they are a layover. A house is the destination and every intervention should be housing focused. Layovers are invaluable in homelessness because it's a chance to rest, to be fed, to catch up on some urgent medical issues, and to be connected to the professionals who can assist you on the next part of the journey. But without the house to go to at the end of the journey, the journey is never ending no matter how many layovers there are. Please continue to create permanent supportive housing for those who have been on their journey for too long. Embrace the Housing First model which has proven to be the very successful backbone of Houston, who has reached Functional Zero. Several cities have reached Functional Zero around our nation since 2015. It can and IS being done and that means we can do it in Vista too. In Vista, we are counting on your leadership to be strong and for you to embrace the data and be the model for San Diego county of excellent coordination, collaboration, and partnerships that get the results we are after. Let's be intentional, Vista. This can be done.
I ask that as you develop this safer parking model in Vista, you listen to the experience of providers such as Jewish Family Services and Dreams For Change who have been providing this service for years in San Diego County. Ask for their input as you consider sites. Let them tell you what you can do as a City to help make a program such as this successful. Understand that when you contract with one of these organizations you will get a safer parking program,
but you also get all the other services they provide like free assistance in filing taxes, assistance in getting cars registered and in good repair, assistance for immigrants and refugees, help for people fleeing domestic violence, a hand up to relieve child poverty, support for our elder community members, and loans for education. These organizations do more than just provide watchful eyes on a lot full of sleeping individuals at night and a porta potty. When you fund one of these organizations and select them to service a safer parking lot, you get far, far more than that. What a value! Research what these servicers bring to the table and listen to them when they tell you how they can bring a successful program to Vista. Afterall, success in this case means families gain security, safety, and the overall quality of life improves in Vista.
Don't underfund this project. Don't ask a nonprofit to provide these professional services as charity. Contract with a provider and pay them what this service is worth. These are people's lives, not an opportunity for bargain hunting.
Lastly, Councilmembers, I know you worry about crime. I want to assure you that when a community welcomes safer parking and housing programs for people who were previously homeless, crime does not increase. Studies have shown that property values increase in the surrounding neighborhood. Crime always decreases when you put people in a safer place than the open street, even if that crime is loitering or illegal camping. People on the street vulverable to a violent sexual assault or robbery are safer when there's security watching over them or they have a roof and a locking door. This is good for Vista.
I heard it mentioned on this council that bringing services like this to Vista might make it the "homeless capital". I ask that you study Houston. Houston brought it all the services and not only is it NOT a "homeless capital", it's a study on how to resolve homelessness.
Henry Ford once said, "If you always do what you always did, you'll always get what you always got." Vista has fallen behind and watched chronic homelessness increase dramatically while being resistant to bringing in new low barrier and Housing First programs with proven track records for success. I welcome this new focus I have seen starting on our City Council in Vista the last couple years and this has given me hope that the city I love is not destined to only get what it has always otten, but it can get something better by doing things differently.
Regards,
Holly Herring
I_1a]01hCOM _T818=Nil
Train:
Diana milon
To:
Public Comments
Subject:
D3 safe parking program
Date:
Tuesday, June 28, 2022 1:Sfi:96 PM
To Whom it May Concern,
Hello my name is Diana Badoa and I am a new Vista resident. I am originally from Oceanside born and raised. I am also a Registered Nurse that works a[ Tri-City Medical Center. I see trot hand the needs of the house less commmity.
I have seen the way Oceanside leadership has hurt and displaced this community. They are all over town and I feel empathy towards these hu mmu s that have undergone a variety of tramras and are doing the best they can to survive.
I am here to speak and advocate for D3 safe parking program. I also volmteer with Humanity Showers and would like to see more of dim work being done here and Vista. I believe having the safe parking program along with humumity showers and other grassroots organizations will bring positive change to the community investor.
Please approve the safe packing program as we need to twat the homeless better because it could be one of us a[ any moment. People deserve the right to a shower and safety.
Please feel free to reach out to me
Sincerely,
Dimes Bailon
D3
From: Nanci Oechsle
To: Public Comments
Subject: D3 Safe Parking programs
Date: Tuesday, June 28, 2022 1:39:30 PM
Dear Madam Mayor and fellow Councilmembers,
I'm writing in support of the city of Vista having a Safe Parking Program. This is an important step in the right direction to helping houseless community members. A Safe Parking Program like what we see in Encinitas, not only gives people an opportunity for a safe nights sleep, but also have the opportunity to receive services that they wouldn't otherwise get. Please support these efforts.
Thank you,
Nanci Oechsle/Alta Vista/33 yr resident
she/her/hers
From:
James Riggenbach
To:
Public Comments
Subject:
D3 - Safe Parking
Date:
Tuesday, June 28, 2022 2:00:51 PM
I support a safe parking program in Vista. Concerns about crime are unfounded based on the experience in Encinitas. All municipalities in North County should have at least one.
Thanks
Jim Riggenbach
-Madrid Dr
Sent from my Whone
CITY OF VISTA C A L I F 0 R N I A
D3 . Safe Parking Request For Proposals
June 28, 2022
CITY OF
D3 . Safe Parking Request For Proposals
• In January 2022, the City Council directed
staff to review safe parking and return to City
CITY OF VISTA C A L I F O R N I A Council with recommendations at a future City Council meeting.
REQUEST FOR PROPOSALS
FOR
SAFE PARKING OPERATOR
Applications Available June 29,2022 • In April 2022, the City Council directed staff to Applicat ions Due August 10,2022 proceed with a Request for Proposals (RFP) to select a provider to develop a Safe Parking
Program in the City and to allocate up to
City of terr Drive $250,000 for the establishment of a safe 200 Civicc Center
Vista,CA 92084
parking site.
On OF VISTA
D3 . Safe Parking Request For Proposals
Proposals will be evaluated based on:
• Organizational Capacity and Experience
• General Program Overview
• Budget and Cost Efficiency
• Site Location and Readiness
On OF VtSTA
D3 . Safe Parking Request For Proposals
Recommendations following conversations with providers:
• Extend RFP deadline to August 26
• Site Location: Clarify that respondent can identify up to five locations • Site Location: Allow for a Letter of Intent vs. Proof of Site Control
CITY OF VISTA C A L I F 0 R N I A
D3 . Safe Parking Request For Proposals
June 28, 2022