DATE: June 4, 2024
TO: Board of Supervisors
SUBMITTED BY: Sanja Bugay, Director, Department of Social Services
SUBJECT: Agreements with RH Community Builders for Homeless Services
RECOMMENDED ACTION(S):
TITLE
1. Under Administrative Policy No. 34 for competitive bids or requests for proposals, determine that an exception to the competitive bidding requirement is satisfied and a suspension of competition is warranted due to unusual or extraordinary circumstances, and that the best interests of the County would be served by entering into an agreement with RH Community Builders as the vendor is uniquely qualified to provide Project Based Rapid Rehousing services; and,
2. Approve and authorize the Chairman to execute an Agreement with RH Community Builders for Rapid Rehousing services at Sierra Terrace, effective July 1, 2024, through June 30, 2025, total not to exceed $1,038,988; and,
3. Approve and authorize the Chairman to execute an Agreement with RH Community Builders for Rapid Rehousing services at Monte Vista Terrace, effective July 1, 2024, through June 30, 2025, total not to exceed $872,158.
REPORT
The recommended actions will allow the Department of Social Services (DSS) to continue providing Rapid Rehousing assistance and related supportive services to eligible families experiencing homelessness. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board elect not to approve the recommended actions, families experiencing homelessness will not receive the assistance they need to become self-sufficient and may return to homelessness.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
It is requested that the County find, under Administrative Policy No. 34 (AP 34), that an exception to the competitive bidding requirement is satisfied and a suspension of competition is warranted due to the unusual or extraordinary circumstances. DSS has partnered with RHCB to provide Rapid Rehousing services since 2021. DSS has elected to transfer the services provided by RHCB to Sierra Terrace and Monte Vista Terrace, during renovation of the previous service location. Utilizing the active agreement for Crossroads Village, DSS established RHCB as the service provider for Sierra Terrace and Monte Vista Terrace. The Department is in the process of exploring the best options to continue services at both Sierra Terrace and Monte Vista Terrace, including opportunities to transition activities to internal DSS staff. With the Crossroads Village agreement expiring, DSS is requesting one-year agreements for RHCB to continue as the provider for each site to prevent a disruption in the services to the families already residing at each site and to allow the Department sufficient time to identify and implement the best option for ongoing services. DSS has identified that the best interests of the County will be served by entering into an agreement with RHCB based on the level of capability shown by the vendor with services previously provided through the current agreement. The Internal Service Department - Purchasing concurs with the Department’s request to waive the competitive bidding process required by AP 34.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The services at Sierra Terrace ($1,038,988) will be funded by the CalWORKs Housing Support Program (HSP) and Bringing Families Home (BFH) allocations. The services at Monte Vista Terrace ($872,158) will be funded by the Housing and Urban Development (HUD) Emergency Solutions Grant (ESG) and Homeless Housing Assistance and Prevention (HHAP) grant funds. Sufficient appropriations and estimated revenues are included in the Department’s Org 5610 FY 2024-25 Recommended Budget and will be included in subsequent budgets.
DISCUSSION:
RHCB began providing Rapid Rehousing case management services on behalf of the County on January 12, 2021 at the Crossroads Village property. When Crossroads Village closed for renovation in early 2023, RHCB’s contracted services were moved to Sierra Terrace, a partnership between DSS and the Fresno Housing Authority. RHCB began providing Rapid Rehousing case management services on site in July 2023. These services were further extended to Monte Vista Terrace in December 2023, thereby providing additional families experiencing homelessness with temporary housing and services to assist them on their journey to self-sufficiency. Both sites allow for month-to-month leases while participants search for permanent housing.
The recommended agreements with RHCB would allow for Case Management and Housing Navigation services at these sites to assist families experiencing homelessness with credit repair, rental assistance, and resume building classes while addressing any additional barriers to obtaining permanent housing. Each site will target different populations, resulting in the need for separate agreements and contract terms. Sierra Terrace will provide services to families directly referred by DSS who meet the eligibility criteria of the HSP and BFH allocations, while Monte Vista Terrace will receive referrals from the Coordinated Entry System for families that meet HHAP and ESG criteria. The goal of the services provided by RHCB at both sites is to assist families in finding and sustaining their own housing for long-term stability.
If approved, the recommended agreements will be effective July 1, 2024 and will expire June 30, 2025. The agreements may be terminated without cause by either party upon providing 30-day advance written notice.
REFERENCE MATERIAL:
BAI #39 January 12, 2021
BAI #46 May 11, 2021
BAI #50 September 21, 2021
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request
On file with Clerk - RHCB Sierra Terrace Agreement
On file with Clerk - RHCB Monte Vista Terrace Agreement
CAO ANALYST:
Dylan McCully