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APPROVE RESOLUTION TO PARTNER WITH THE STATE DEPARTMENT OF TRANSPORTATION AND AWARD A SERVICE CONTRACT FOR THE HOMELESS EMPLOYMENT LITTER PROGRAM; AND DECLARING A SHELTER CRISIS
recommended action
RECOMMENDATION
It is recommended that the City Council approve two resolutions to:
Resolution 1:
1. Authorize the City Manager to execute a Delegated Maintenance Agreement with the State of California, acting by and through the Department of Transportation, for litter abatement on freeway and State highway systems, for which the City will receive up to $121,000 each fiscal year.
2. Appropriate funds in the amount of $121,000 to the Public Works operating account (020-6217-540 PWHELP) for each fiscal year of the Service Contract, starting in Fiscal Year 2018-19 through Fiscal Year 2020-21, and appropriate $121,000 for revenue reimbursement account 020-6127-334.
3. Award a three-year Service Contract in an amount not to exceed $363,000 ($121,000 each fiscal year) to Ready to Work of Stockton, CA, for the Homeless Employment Litter Program, Project No. OM-18-093.
Resolution 2:
1. Approving the Declaration of a Shelter Crisis in Stockton.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of these resolutions.
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Summary
Staff of the City and the California Department of Transportation (Caltrans) District 10, located in Stockton, CA, developed a partnership proposal to employ homeless individuals to undertake cleanup activities along freeway and highway shoulders, including on/off ramps. Caltrans will reimburse the City up to $121,000 annually to administer the Homeless Employment Litter Program (HELP), Project No. OM-18-093. The City will contract with a local non-profit organization to hire homeless individuals to provide the cleanup services.
On May 10, 2018, the City advertised a Request for Proposals (RFP) for the HELP project. One firm submitted a proposal for this project. The Selection Committee evaluated the proposal and found Ready to Work of Stockton, CA, to be qualified for the project.
Staff recommends Council approve a resolution authorizing the City Manager to execute a Delegated Maintenance Agreement with Caltrans in an amount up to $121,000 annually. The Delegated Maintenance Agreement is to remain in effect until amended or terminated.
Staff also recommends Council award a three-year Service Contract, in the not to exceed amount of $363,000 ($121,000 annually), with Ready to Work. Contracted services will begin October 1, 2018, and will expire June 30, 2021, with the option of two one-year extensions at the same annual rates. With extensions, in the not to exceed amount of $121,000, the total aggregate contract amount is $605,000. The Service Contract will be funded by the Delegated Maintenance Agreement with Caltrans.
Staff further requests that a declaration of a shelter crisis be approved acknowledging the that the number of homeless in Stockton is significant, affirming its commitment to combatting homelessness, allowing the City’s participation in the Homeless Emergency Aid Program (HEAP).
DISCUSSION
Background
Litter and illegal dumping continues to be a problem for Caltrans and the City. The blight created by litter and illegal dumping negatively impacts the City’s appearance and civic pride. Problem areas include facilities maintained by Caltrans, such as Interstate 5, State Route 4 “Crosstown Freeway”, and State Route 99. Homelessness is also a significant challenge and the City has made commitments in identifying and funding initiatives to address homelessness in recent years.
On February 6, 2018, Council received a presentation from Caltrans District 10 staff regarding a collaborative program that offers employment to homeless individuals for targeted litter abatement. The potential partnership was modeled after a successful program in Bakersfield, CA, that has operated since May 2013.
San Joaquin County, and non-profits such as Stockton Shelter for the Homeless and Ready to Work, expressed interest and support for the potential partnership to hire homeless individuals for targeted litter abatement. Public Works conferred with staff overseeing the current program in Bakersfield, CA, and positive feedback includes:
• Reduction of homelessness;
• Improved public image;
• Increased interest from private organizations contributing to the program; and
• Minimal staff resources needed to provide oversight once program passed startup phase.
All Councilmembers spoke in support of this potential program, and staff advised that the next step was to finalize an agreement with Caltrans and to undertake a process to secure a service provider.
Present Situation
Caltrans and the Public Works Department reviewed the opportunities to address litter and illegal dumping on Caltrans maintained freeways and highways in Stockton, and developed an associated scope of work.
On May 10, 2018, the City advertised a RFP for the HELP project. On May 31, 2018, one proposal was received from Ready to Work of Stockton, CA. A Selection Committee comprised of Public Works, Caltrans, and San Joaquin County staff evaluated and ranked the proposal based on the firm’s experience, references, proposed program, organization structure, and cost. Ready to Work of Stockton, CA, was found to be qualified for this project.
Staff recommends Council approve a resolution authorizing the City Manager to execute a Delegated Maintenance Agreement with Caltrans for litter abatement along freeway and highway shoulders, including on/off ramps, reimbursable to the City in the not to exceed amount $121,000 annually. The Delegated Maintenance Agreement will remain in effect until amended or terminated. The agreement may be terminated upon mutual consent, or by Caltrans for cause.
Staff also recommends Council award a three-year Service Contract, in the not to exceed amount of $363,000, with set annual rates not to exceed $121,000, with Ready to Work of Stockton, CA, for the HELP project. Contracted services will begin October 1, 2018, and will expire June 30, 2021, with the option of two one-year extensions at the same annual rates. With extensions, the total not to exceed aggregate contract amount is $605,000. The contract can be canceled at any time if the Delegated Maintenance Agreement with Caltrans is terminated.
In addition, the State of California has recognized the urgent and immediate need for funding at the local level to combat homelessness and has provided funding to local governments under the Homeless Emergency Aid Program (HEAP).
The HEAP funding will provide $500 million in one-time funding to enable local governments to respond to homelessness. These grant funds may be used for emergency housing vouchers, rapid rehousing, emergency shelter construction, and use of armories to provide temporary shelters, among other activities. San Joaquin County, as the administrative entity, has been allocated a total of $7,148,364 through HEAP and will have until June 30, 2021 to spend these funds. It is anticipated that the State will issue the notice of funding availability in mid-September 2018 and the City intends to collaborate with the County in submitting an application for a qualified projects/programs.
In order for jurisdictions to qualify for funding under the program, they must declare a shelter crisis pursuant to Government Code Section 8698.2. As such, staff requests that a resolution be approved declaring a shelter crisis which allows HEAP funding to be allocated to projects within the City.
FINANCIAL SUMMARY
The Service Contract with Ready to Work will be funded by the Delegated Maintenance Agreement with Caltrans. The set maximum annual expenditure is designated per route in Exhibit A of the Delegated Maintenance Agreement and the Service Contract with Ready to Work, and in accordance with the Scope of Work in the Service Contract. The annual not to exceed amount is $121,000 for each of the three years.
Appropriation of $121,000 annually to the 020-6217-540 - PWHELP account will fully fund the Service Contract with Ready to Work. Appropriation of $121,000 annually to the 020-6217-334 - PWHELP will allow for the revenue reimbursement. Caltrans will reimburse the City for actual cost of all routine maintenance work performed by the City, through Ready to Work, as outlined in the Delegated Maintenance Agreement.