REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 25, 2024
FROM
DIANE RUNDLES, Assistant Executive Officer, Community Revitalization
SUBJECT
Title
Amendments to Contracts with Aviah Hospitality, Inc. dba Motel 6 and SB Express One, LLC dba Super 8 San Bernardino to Extend the Provision of Non-Congregate Shelter
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 5, effective July 1, 2024, to Contract No. 21-122 with Aviah Hospitality, Inc. dba Motel 6 for the continued provision of rooms to Project Roomkey participants, updating the contract terms, increasing the total contract amount by $123,193.48, from $3,233,540 to a total not to exceed $3,356,733.48, and extending the contract period an additional year, for the total period of January 1, 2021 through June 30, 2025.
2. Approve Amendment No. 2, effective July 1, 2024, to Contract No. 23-1370 with SB Express One, LLC dba Super 8 Motel San Bernardino for the provision of non-congregate shelter for homeless individuals, updating the contract terms, increasing the total contract amount by $734,368.56, from $807,507 to a total not to exceed $1,541,875.56, and extending the contract period an additional year, for the total period of December 19, 2023 through June 30, 2025.
(Presenter: Marcus Dillard, Chief of Homeless Services, 501-0644)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Promote the Countywide Vision.
Provide for the Safety, Health and Social Service Needs of County Residents.
Pursue County Goals and Objectives by Working with Other Agencies and Stakeholders.
FINANCIAL IMPACT
This item will not impact Discretionary General Funding (Net County Cost). The total estimated cost to fund the extended Project Roomkey services through Aviah Hospitality, Inc. dba Motel 6 (Motel 6) and SB Express One, LLC dba Super 8 Motel San Bernardino (Super 8) for one additional year is $857,562.04 and is funded by the American Rescue Plan Act (ARPA) Local Assistance and Tribal Consistency Funds and the Homeless Housing, Assistance and Prevention Round 3 state grant. Adequate appropriation and revenue have been included in the Office of Homeless Services’ and ARPA Fund’s 2023-24 budget and is also included in their 2024-25 budgets.
BACKGROUND INFORMATION
The recommended contract amendments will ensure the continued provision of a non-congregate shelter and meals to Project Roomkey participants and other homeless individuals at Motel 6 and Super 8. Payments to Motel 6 and Super 8 are based on the number of occupied rooms and provided meals, with up to 85 rooms available per day. Extending Project Roomkey will allow individuals currently sheltered at Motel 6 and Super 8 to continue working towards and implementing their transition plans to long-term housing. These programs will be monitored monthly, using billing and usage data, to determine if a reduction or cessation is necessary. The contracts may be terminated earlier should the need for non-congregate shelter decline before the end of the contract in June 2025 or by either party with 14 days’ written notice.
On March 4, 2020, California Governor Gavin Newson declared a State of Emergency due to the COVID-19 threat. In early April 2020, the launch of Project Roomkey as a state initiative designed to provide safe isolation spaces for the unsheltered homeless, protecting them and the broader public from COVID-19, was announced. The County’s Project Roomkey program was a collaborative effort involving the County, non-profit agencies, and local businesses, including the hospitality industry.
On January 26, 2021 (Item No. 69), as the result of a non-competitive procurement, the Board ratified the approval of Contract No. 21-122 with Motel 6 in an amount not to exceed $165,000, for the period of January 1, 2021 through March 31, 2021, to provide non-congregate rooms for isolation capacity.
On March 23, 2021 (Item No. 38), the Board approved Amendment No. 1, to Contract No. 21-122 with Motel 6, increasing the contract amount by $486,855 and extending the term to September 30, 2021, for a total amount not to exceed $651,855 to continue providing non-congregate rooms for isolation capacity.
On September 14, 2021 (Item No. 17), the Board approved Amendment No. 2, to Contract No. 21-122 with Motel 6, increasing the contract amount by $511,685, and extending the term to June 30, 2022, for a total amount not to exceed $$1,163,540 to continue providing non-congregate shelter rooms.
On April 26, 2022 (Item No. 24), the Board approved Amendment No. 3, to Contract No. 21-122 with Motel 6, increasing the contract amount by $990,000 and extending the term to June 30, 2023, for a total amount not to exceed $2,153,540 to continue providing non-congregate shelter rooms.
On March 28, 2023 (Item No. 21), the Board approved the Homeless Initiative Spending Plan (Plan) which allocated approximately $72,700,000 in federal, state, and Discretionary General Fund resources towards six initiatives aimed at addressing homelessness. The Plan designated $3,800,000 in ARPA and $600,000 in Homeless Housing, Assistance and Prevention (HHAP) Round 3 state grant funds for the continuation of services provided under Project Roomkey.
On December 19, 2023 (Item No. 37), the Board approved Agreement No. 23-1370 with Super 8 for the provision of non-congregate shelter for homeless individuals, in the amount of $807,507, for the term of December 19, 2023, through June 30, 2024.
On May 7, 2024 (Item No. 24), the Board approved Amendment No. 1 to Agreement No. 23-1370 for the provision of non-congregate shelter supports that include transportation, meal and laundry services and additional security with no change to the contract term. The non-congregate shelter supports will improve the quality of life of those transitioning into permanent supportive housing.
On June 13, 2023 (Item No. 30), the Board approved Amendment No. 4 to Contract No. 21-122 with Motel 6, increasing the contract amount by $1,080,000 and extending the term to June 30, 2024, for a total amount not to exceed $3,233,540 to continue providing non-congregate shelter rooms.
These contract amendments to increase funding and extend the contract period for an additional year will allow the County to support the transition of Project Roomkey participants and other homeless individuals being served to long term housing.
PROCUREMENT
N/A.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel, 387-5455) on May 28, 2024; Purchasing (Ariel Gill, Supervising Buyer, 387-2070) on May 29, 2024; Finance (Christopher Lange, Deputy Director, 386-8393) on June 10, 2024; ARPA (William Walker, ARPA Project Analyst, 387-4227) on June 10, 2024; County Finance and Administration (Cheryl Adams, Deputy Executive Officer, 388-0238) on June 10, 2024.