REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Agreement with WeHOPE for Mobile Hygiene Services
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City Council held a study session on August 24, 2021 to discuss issues related to the unhoused population in Santa Clara, including homeless encampments and vehicle dwellings. The City Council provided feedback to staff, and requested additional information regarding potential short-term, basic services that the City could provide to the unhoused. The City Council requested that staff return with further analysis and a potential proposal for next steps to deliver basic services to the unhoused.
On November 9th, the City Council held another study session where Council directed staff to issue an RFP for basic mobile hygiene resources, including bathrooms, showers, and laundry services and to bring an agreement back to Council.
DISCUSSION
Pursuant to City Code Section 2.105.330, a request for Proposals (RFP) was conducted as the solicitation method for this procurement, with the award of recommendation based on best value. The City released the RFP for Mobile Hygiene Services for the homeless in Santa Clara in November 2021. The RFP was published on the City’s e-procurement platform. Staff sent a notification email directly to three companies, a total of 21 companies viewed the RFP, and one proposal was received from WeHOPE.
After thorough review, and evaluation of the sole proposal from WeHOPE, staff determined that the proposal satisfied all the requirements set forth in the RFP. WeHOPE has proven experience in providing a variety of services for the homeless. In August 2015, WeHOPE launched Dignity on Wheels (DoW), a mobile hygiene service that provides free showers and laundry services to the homeless in 5 counties and 20 cities throughout the Bay Area and Los Angeles. Comprehensive case management support is provided to address a variety of individual challenges including job loss, illness, and food insecurity.
Many of Santa Clara’s neighboring jurisdictions, including the County Office of Supportive Housing, San Jose, Milpitas, Mountain View, and Sunnyvale, contract with Dignity on Wheels to provide these types of short-term services. Dignity on Wheels is an initiative created by the staff and board members of Project WeHOPE, a 501(c)3 nonprofit located in East Palo Alto, California. Project WeHOPE, which stands for “We Help Other People Excel,” is a unique Emergency and Supportive Housing Shelter for the unhoused, homeless and at-risk adults in San Mateo County and Santa Clara County communities.
Staff recommends award of agreement to WeHOPE as the sole responsive proposal. Their proposal met the RFP specifications and requirements.
The initial term of the agreement will be one year. The City may exercise up to four one-year options to extend the agreement at the end of the initial term, subject to the appropriation of funds. The proposed agreement with WeHOPE includes establishing mobile hygiene services for the City’s unhoused populations, which include bathrooms, showers, laundry, and comprehensive case management support to address a variety of individual challenges including job loss, illness, and food insecurity. The proposed agreement includes a detailed scope of services and compensation rates. After the initial term, price adjustments will be considered if the contractor demonstrates that a price increase is warranted.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The annual estimated cost for services is projected to be $55,196, including a contingency of $5,018. Funding for agreement will come from the Housing Authority Fund. The FY 2021/22 Adopted Budget has sufficient funds budgeted to cover the costs associated with this agreement and no additional budget action is required. Funding for the agreement beyond FY 2021/22 will be subject to future budget appropriations.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute an Agreement with WeHOPE to provide mobile hygiene services for an initial one-year term with maximum compensation not-to-exceed $50,178;
2. Authorize the City Manager to execute amendments to the Agreement, not-to exceed $5,018, for contingencies in the event there are unanticipated changes during the initial term of the Agreement, and
3. Authorize the City Manager to execute up to four one-year options to extend the term of the Agreement after the initial term for mobile hygiene services, subject to the appropriation of funds.
Staff
Reviewed by: Andrew Crabtree, Director of Community Development
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement with WeHOPE