The URL can be used to link to this page

Home My WebLink AboutAgenda Report - May 3, 2023 C-09NZ00 Z r (_.ni it riniin COUNCIL COMMUNICATION AGENDA ITEM 100 q AGENDA TITLE: Adopt a resolution to Approve Service Level Specifications and Authorize the Community Development Director to Release a Request for Proposal for Operating the Lodi Access Center and Emergency Shelter and Waive the Formal Bid Process to Limit Bid Responses to Inner City Action, Inc. and The Salvation Army MEETING DATE: May 3, 2023 PREPARED BY: Community Development Director RECOMMENDED ACTION' Adopt a resolution to approve service level specifications and authorize the Community Development Director to release a request for proposal for operating the Lodi Access Center and Emergency Shelter and waive the formal bid process to limit bid responses to Inner City Action, Inc and The Salvation Army. BACKGROUND INFORMATION: On November 4, 2020, the City Council adopted the San Joaquin Community Response to Homelessness — 2020 San Joaquin Strategic Plan ("Strategic Plan"). The Strategic Plan includes goals and strategies developed from community feedback, which includes increasing access and reducing barriers to homeless crisis response services. On April 7, 2021, City Council accepted the Permanent Local Housing Allocation (PLHA) grant of approximately $2 million, allocated primarily towards the Access Center. On May 5, 2021, Council approved allocating $5.5 million of American Rescue Plan Act federal funds to the development of a Navigation Center, now known as the Access Center. On May 5, 2021, City Council also approved the Lodi Access Center Community Engagement Plan, which was the first step in order to move forward with several of the goals identified in the Strategic Plan. On July 13, 2021, the County Board of Supervisors approved $2 million towards our Access Center project development and $800,000 towards our temporary emergency shelter site development from the San Joaquin County (County) Capital -Outlay Fund. On October 6, 2021, City Council approved the Access Center location at 710 N. Sacramento Street in Lodi. On December 13, 2023 the City was awarded an additional $5.3 million towards the Access Center and 2.9 million for the Learning Center and remaining site improvements. On April 20, 2022, City Council Approved Inner City Action Inc., to operate the Temporary Emergency Shelter (AKA Temporary Access Center) and The Salvation Army to provide food and laundry services. The Temporary Access Center opened for operations on July 22, 2022. As there are two organizations respected within the Lodi community that have demonstrated their willingness and ability to operate the permanent Access Center; Staff would like to limit Request for Proposal (RFP) responses to The Salvation Army and Inner City Action, Inc. APPROVED' ,t. E rIApr 24,2i12:i11Mp6Ti Stephen Schwabauer, City Manager Access Center RFP May 3, 2023 Page 2 of 3 Service Level Specifications The Community Development Department is requesting proposals for the full 24/7 operational management services of the Lodi Access Center and Emergency Shelter (Access Center). The Access Center will have the overnight capacity to house up to 200 +/- persons experiencing homelessness to meet the needs of our 2022 Point in Time Count and would include wraparound services for clients. It will be full service including commercial kitchen, commercial laundry, dining area, sleeping quarters, and space for supportive services including visiting social service providers. Recognizing that it may take time to ramp up to capacity, Staff is requesting a tiered approach to operating expenses. The first tier would be for up to 125 overnight clients, second tier would be up to 150 overnight clients, third tier would be up to 208 overnight clients. The City will look to retain ownership of the building as such will take on the utility expenses, maintenance of the site, repairs of the building, and pest control. RFP responses would need to include: Salaries and Benefits (Include number of Full and Part -Time Staff and position titles) o Examples of positions needed: Lobby Operators/Check-in Screening of clients • Internal Security • Cook(s) • Shelter Director • Assistant Shelter Director(s) and/or manager(s)/supervisor(s)/Lead(s) Case Managers (Men and Women) Outreach Coordinator/Director (s) (Conducts outreach, assists with eligibility applications (ex. Housing, medical, SS benefits, etc.), and coordinates all social services with the County, non -profits, and any other public/social service providers needed) • Outreach Assistant (Assists Outreach Coordinator/Director) • Homeless Management Information System Coordinator(s) Someone to handle Human Resource Items (May be included in another position such as Shelter Manager/Director) w Janitorial/Laundry Administrative staff as needed Additional Shelter staff as needed (example: shelter monitors, food service, floaters, etc.) • Include estimated number of potential volunteer positions even though there is not a cost associated • Meal Expenses (Breakfast, Lunch, Dinner, Snacks) o Include any estimated donations that reduce the overall cost o Operator will have to track actual meals served and provide log per meal per day to substantiate meal expenses invoiced. • Janitorial/Laundry supplies • Transportation (Gas, vehicle maintenance) • Office Supplies/Misc. (example: pens/pencils, paper, ink, postage, duplicating, etc.) • Technology (Laptops, software (i.e. HMIS), printers, copiers, phones, etc.) • Outreach expenses (trash bags, gloves, outside counseling services, bus tickets, etc.) • Neighborhood Clean-up (Map will be included in RFP) • Insurance • Employee Training Access Center RFP May 3, 2023 Page 3 of 3 This action would allow City staff to solicit bids for operating the Access Center. Any future contract obligating and funding resulting from these bids will be presented to the City Council for consideration. FISCAL IMPACT: Not applicable FUNDING AVAILABLE Not applicable f < -ell I John R.Bila onica, Jr Commur ity Development Director RESOLUTION NO. 2023-83 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING SERVICE LEVEL SPECIFICATIONS; AUTHORIZING THE COMMUNITY DEVELOPMENT DIRECTOR TO RELEASE A REQUEST FOR PROPOSAL FOR OPERATING THE LODI ACCESS CENTER AND EMERGENCY SHELTER; AND FURTHER WAIVING THE FORMAL BID PROCESS TO LIMIT BID RESPONSES TO INNER CITY ACTION, INC., AND THE SALVATION ARMY WHEREAS, the Lodi City Council approved 710 North Sacramento Street as the location for the Access Center on October 6, 2021 per Resolution No. 2021-273, and the City is developing a permanent Access Center and Emergency Shelter (Access Center). The Access Center will need a full-time operator once complete; and WHEREAS, there are two organizations respected within the Lodi community that have demonstrated their willingness and ability to operate the permanent Access Center; and WHEREAS, Inner City Action, Inc., and The Salvation Army are uniquely able to operate the Access Center and to provide the additional wraparound services required to fulfill the needs for the guests that will reside at the permanent Access Center; and WHEREAS, staff would like to limit Request for Proposal (RFP) responses to The Salvation Army and Inner City Action, Inc.; and WHEREAS, staff recommends the City Council approve service level specifications and authorize the Community Development Director to release a request for proposal for operating the Lodi Access Center and Emergency Shelter and waive the formal bid process to limit bid responses to Inner City Action, Inc., and The Salvation Army. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the service level specifications for operating the Lodi Access Center and Emergency Shelter; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the Community Development Director to release a Request for Proposal for operating the Lodi Access Center and Emergency Shelter; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby waive the formal bid process required under Lodi Municipal Code Section 3.20.070 and limit bid responses to Inner City Action, Inc., and The Salvation Army. Dated: May 3, 2023 ------------------------------------------------------------------------ ------------------------------------------------------------------------ I hereby certify that Resolution No. 2023-83 was passed and adopted by the City Council of the City of Lodi in a regular meeting held May 3, 2023, by the following vote: AYES: COUNCIL MEMBERS — Bregman, Craig, Nakanishi, Yepez, and Mayor Hothi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None Qx A SGL4bA�� OLIVIA NASHED City Clerk 2023-83