To: Sonoma County Board of Supervisors
Department or Agency Name(s): Department of Health Services
Staff Name and Phone Number: Tina Rivera, 707-565-4774
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
Homelessness Services for Interim Shelter Sites
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Recommended Action:
Recommended action
A) Authorize the Director of Health Services, or designee, to execute an agreement with The Society of St. Vincent de Paul District Council of Sonoma County, Inc. for interim shelter support services and site management at Mickey Zane Place and Eliza’s Village for the period of August 1, 2024 to July 31, 2027 including the two one-year optional extensions, in an amount not to exceed $4,649,820.00.
B) Authorize the Director of Health Services, or designee, to execute an amendment with The Society of St. Vincent de Paul District Council of Sonoma County, Inc., to cover current services at Los Guillicos Village for the period July 1, 2024 through August 31, 2024 or until such time as LG Village guests and operations are transitioned to Eliza’s Village, at a not-to-exceed amount of $354,321.00.
C) Delegate authority to the Director of Health Services to amend any associated agreements to this Board item on an as needed basis, and as approved to form by County Counsel for the term of these agreements.
D) Adopt a Resolution adjusting the Department of Health Services FY 2024-2025 adopted budget increasing revenue and expense appropriations in the amount of $1,775,099 to be appropriated to finance costs associated with interim shelter support and site management services. (4/5ths Vote Required)
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Executive Summary:
On April 16, 2024, the Board rejected all previously submitted proposals for RFP #23-013 Interim Shelter Support Services and Site Management conducted in calendar year 2023 and directed staff to issue a new RFP with the Chief Executive Officer (CEO) and County Purchasing oversight and guidance while soliciting subject matter expertise from various staff of the Department of Health Services (hereinafter, “DHS” or “the Department”).
Per the Boards direction, DHS is returning to the Board by means of this item, to request authorization to award and delegate authority to the Director of DHS to execute an agreement resulting from this year’s RFP #24-1826 with The Society of St. Vincent de Paul District Council of Sonoma County, Inc. (hereinafter, “SVDP”) for interim shelter support services and site management at Mickey Zane Place and Eliza’s Village for the period of August 1, 2024, to July 31, 2027, not including the two one-year optional extensions, in an amount not to exceed $4,649,820. This amount will be paid for by the Homeless Housing, Assistance & Prevention (HHAP) program from the California Department of Housing & Community Development (HCD).
DHS, in collaboration with our partner SVDP, is also requesting the Board authorize the Director of DHS or designee to amend SVDP’s current agreement to cover the transition time July 1, 2024 through August 31, 2024 or until such time as Los Guillicos Village guests and operations are transitioned to Eliza’s Village, at a not-to-exceed amount of $354,321. This transitionary agreement will ensure guest services are not impacted and proper operations are transferred seamlessly.
DHS is also requesting the Board delegate authority to the Director of Health Services to amend any associated agreements to this Board item on an as needed basis, and as approved to form by County Counsel for the term of these agreements.
Additionally, DHS requests the adoption of a Resolution adjusting the DHS FY 2024-2025 adopted budget increasing revenue and expense appropriations in the amount of $1,904,261 to cover associated costs for the above awarded agreements for interim shelter support and site management services. (4/5ths Vote Required)
Discussion:
Over the last few years, the Department contracted with various partners to provide homeless shelter and site management services as part of multiple emergency events like the COVID-19 pandemic, and the Joe Rodota Trail encampment emergency response. Four resulting interim shelter sites were established. One site at the Sonoma County Fairgrounds (Ballfields) composed of multiple trailers stationed at baseball fields on the Fairgrounds complex, another at the Emergency Shelter Site (ESS) composed of temporary tent shelters on the County Campus, another at the Los Guilicos campus (LG Village) composed of temporary pallet shelters located in eastern Sonoma County off Highway 12, and finally, one at Mickey Zane Place (MZP) a 44-room interim shelter site specifically dedicated to medically fragile homeless individuals in the form of a two-story hotel lodging facility at 635 Healdsburg Avenue, in downtown Santa Rosa.
Demobilization and Centralization of Interim Shelter Sites
On October 31, 2023, the Ballfields at the Fairgrounds were demobilized, and DHS worked with contracted partners to place the Ballfield guests successfully either into more permanent housing or to the ESS. This demobilization was important as the temporary trailers at the Ballfields were showing their age, becoming increasing cost prohibitive for upkeep and repair. Additionally, the relaxation of COVID requirements resulted in a reduction of guests staying at the Ballfields, and the Sonoma County Fairgrounds desired the restoration of their property back to its former use.
The ESS was successfully demobilized on June 21, 2024, and guests at that interim site were transitioned to other shelter sites, including the newly established and completed Eliza’s Village concurrently available for occupancy. The demobilization of the ESS was planned as a result of the September 12, 2023, Board direction to commence demobilization of the ESS at the County Campus, transition ESS guests to alternative sites, and concurrent renovation of two dormitory facilities located on the western side of the LG Village campus, to be known as Eliza’s Village. The Eliza’s Village interim shelter site is composed of two of four unused and reconditioned Juvenile Hall dormitories at 538 Eliza’s Way, Santa Rosa, each with capacity for 65 beds, for a total of 130 beds. Eliza’s Village shelter site also includes common kitchens, restrooms, showers, and common gathering areas. DHS worked with Sonoma County Public Infrastructure and sub-contractors to renovate the facilities at a cost of $3.2 million.
The planned demobilization of LG Village is now essential to remedy and replace the temporary structures at LG Village with the more sustainable and newly renovated Eliza’s Village structures. Estimated costs to renovate the existing LG Village pallet shelter site and its footprint would start at an estimated cost of $500,000+, making that renovation cost prohibitive and redundant with Eliza’s Village now ready for occupancy. DHS will work with SVDP to transition guests at LG Village to the new Eliza’s Village location and full demobilization of LG Village by an estimated end of August 2024. This item is requesting the Board authorize the DHS Director or designee to execute an amendment to the current LG Village site management agreement with SVDP to cover the transition time, efforts, and costs for the period of time starting July 1, 2024 through August 31, 2024, or until such time as LG Village guests and operations are transitioned to Eliza’s Village, at a not-to-exceed amount of $354,321. This transitionary agreement will ensure guest services are not impacted by the transition and operations continue without interruption.
This demobilization of previous temporary shelter sites, and establishment of the new Eliza’s Village for occupancy means the County now has two dedicated and centralized homeless shelter sites: Mickey Zane Place and Eliza’s Village. Management of both sites is pending the Board’s award of the new RFP for interim shelter site management requested in this item to complete operational transition.
A New RFP
The Department of Public Infrastructure Purchasing Division, County Counsel, and the CEO’s Office successfully published and released a new RFP #24-1826 on April 26, 2024, following Board direction. Formal questions from interested parties were submitted to Purchasing on May 10, 2024, with Purchasing and County Counsel answering those questions, in collaboration with DHS subject matter expertise, on May 21, 2024.
Four proposals were received by the due date of June 5, 2024. Proposals were scored using the RFP’s detailed scoring matrix including points for approach and concept (25 points), demonstrated knowledge and ability to manage emergency and interim shelter sites (15 points), qualifications of staff (5 points), ability to provide medical services (5 points), costs for services (25 points), cultural competency (10 points), and written proposal (15 points).
An independently selected review panel scored proposals the week of June 19, 2024, and recommended that two proposers move forward for DHS consideration and contract negotiation. Both proposers requested consideration to manage both Mickey Zane Place and Eliza’s Village. DHS began negotiating costs and terms/conditions the week of June 24, 2024 with both selected agencies, including determining if there were any potential cost benefits or operational benefits related to contracting with both firms, versus dividing their work between Mickey Zane Place and Eliza’s Village.
At the completion of contract negotiations, DHS has determined that it is in the best interest of the County, meeting the most sustainable operational needs of the Department, and the most cost-effective solution to contract with a single partner to manage both sites. DHS is recommending the Board award this RFP to The Society of St. Vincent de Paul District Council of Sonoma County, Inc. for a term of three (3) years starting August 1, 2024 through July 31, 2027 for a maximum contract amount not to exceed $4,649,820 for both site management services at Mickey Zane Place and Eliza’s Village, with two optional one-year extensions.
DHS is also requesting the Board delegate authority to the Director of Health Services to amend any associated agreements to this Board item on an as needed basis, and as approved to form by County Counsel for the term of these agreements. This delegated authority would allow DHS to work collaboratively with our chosen contractor to cover homeless guests needs, while increasing greater timeliness by providing the potential for the Department to pivot more effectively to cover unforeseen future emergencies or changed conditions effecting this vulnerable homeless community.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Healthy and Safe Communities
Goal: Goal 1: Expand integrated system of care to address gaps in services to the County’s most vulnerable.
Objective: Objective 2: Identify gaps in the Safety Net system of services and identify areas where departments can address those gaps directly and seek guidance from the Board when additional resources and/or policy direction is needed.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
On April 16, 2024, the Board rejected all proposals received for RFP #23-013 Interim Housing Support Services and Site Management and directed staff to issue a new RFP.
On January 30, 2024, the Board authorized the Director of Health Services or designee, to extend the end date of previously approved interim agreement with Michelle Patino dba DEMA Consulting & Management for continued site management and security services at current shelter sites (Mickey Zane Place and the Emergency Shelter Site at the County Campus) for an additional month, covering services from February 1, 2024 to March 31, 2024 at an additional $1,168,422, for a total not to exceed amount of $2,235,148.
On November 28, 2023, the Board authorized the Director of Health Services, or designee, to execute a temporary agreement with Michelle Patino dba DEMA Consulting & Management for continued site management and security services at the current shelter sites in an amount not to exceed $1,100,734 for the period December 1, 2023 through January 31, 2024.
On September 12, 2023, the Board authorized the Director of Health Services, or designee, to execute an agreement with Michelle Patino dba DEMA Consulting & Management for site management and security services at various shelter sites in the amount of $3,302,200 for the period of July 1, 2023 through November 30, 2023.
Fiscal Summary
|
Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
|
Budgeted Expenses |
|
$1,549,940 |
$1,549,940 |
|
Additional Appropriation Requested |
$1,775,099 |
|
|
|
Total Expenditures |
$1,775,099 |
$1,549,940 |
$1,549,940 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
$1,775,099 |
$1,549,940 |
$1,549,940 |
|
Fees/Other |
|
|
|
|
Use of Fund Balance |
|
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
$1,775,099 |
$1,549,940 |
$1,549,940 |
Narrative Explanation of Fiscal Impacts:
In FY 24-25, first year costs will include $354,321 for interim contractual costs and executed contract costs of $1,420,778 (pro-rated for 11 months), which total $1,775,099. The 2 months of interim costs and 36 months of the full contract will cost $5,004,141, consisting of $1,775,099 in year 1, $1,549,940 each in years 2 and 3, and then just $129,162 in the last month of the contract (July 2027) in FY 27-28. The entire amount will be paid for by the Homeless Housing, Assistance & Prevention (HHAP) program from the California Department of Housing & Community Development (HCD).
The contract’s terms start on 08/01/2024 and terminate on 07/31/2027. Based on these contractual terms, the period of service spans 36 months over four fiscal years--with the last month in FY 2027-2028, or July 2027.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1 - Resolution
Attachment 2 - DRAFT Agreement with The Society of St. Vincent de Paul District Council of Sonoma County, Inc.
Attachment 3 - Transitionary Agreement for continued services at LG Village with The Society of St. Vincent de Paul District Council of Sonoma County, Inc.
Related Items “On File” with the Clerk of the Board:
None