REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 14, 2021
FROM
CASONYA THOMAS, Assistant Executive Officer, Community Revitalization
SUBJECT
Title
Amendments to Project Roomkey Contracts to Provide Rooms and Meals for Isolation Capacity as a Response to COVID-19 Pandemic
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 2, effective October 1, 2021, to Contract No. 21-122 with Aviah Hospitality, Inc. dba Motel 6 for continued provision of rooms for isolation capacity as a response to COVID-19 as part of Project Roomkey, updating the contract terms, increasing the total contract amount by $511,685, from $651,855 to a total amount not to exceed $1,163,540, and extending the contract period from September 30, 2021, for the total contract period of January 1, 2021 through June 30, 2022.
2. Approve Amendment No. 2, effective October 1, 2021, to Contract No. 21-123 with Orange Show Hospitality, Inc. for continued provision of rooms for isolation capacity as a response to COVID-19 as part of Project Roomkey, updating the contract terms, increasing the total contract amount by $927,714, from $859,488 to a total amount not to exceed $1,787,202, and extending the contract period from September 30, 2021, for the total contract period of January 1, 2021 through June 30, 2022.
3. Approve Amendment No. 3, effective October 1, 2021, to Contract No. 20-1142 with Prime Hospitality, Inc. dba Woody’s Classic Grill for continued provision of meals to County residents currently in emergency, non-congregate shelter due to COVID-19 as part of Project Roomkey, updating the contract terms, increasing the total contract amount by $197,366, from $1,100,000 to a total amount not to exceed $1,297,366, and extending the contract period from September 30, 2021, for the total contract period of July 6, 2020 through June 30, 2022.
(Presenter: CaSonya Thomas, Assistant Executive Officer, 387-4717)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
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 does not impact Discretionary General Funding (Net County Cost). The total cost of these contracts will be funded through Project Roomkey grant funding from the California Department of Social Services and will not exceed $1,163,540 for Aviah Hospitality, Inc. dba Motel 6 (Motel 6), $1,787,202 for Orange Show Hospitality, Inc. (Orange Show Hospitality), and $1,297,366 for Prime Hospitality, Inc. dba Woody’s Classic Grill (Woody’s) through June 30, 2022. Approval of the necessary budget adjustments to the Office of Homeless Services 2021-22 budget is not requested at this time, but will be included on a future quarterly countywide budget report presented to the Board of Supervisors (Board) for approval.
BACKGROUND INFORMATION
The recommended amendments to the contracts with Motel 6, Orange Show Hospitality, and Woody’s will continue the Project Roomkey services to high-risk residents for the provision of non-congregate shelter and meals in response to COVID-19, to help protect public health and safety, lessen and/or avert the threats created by these exigent circumstances. The amendments extend the contracts for an additional nine months and increase the total contract amounts by $511,685, from $651,855 to $1,163,540 for Motel 6 and by $927,714, from $859,488 to $1,787,202 for Orange Show Hospitality, for the total contract period of January 1, 2021 through June 30, 2022, and by $197,366, from $1,100,000 to $1,297,366 for Woody’s, for the total contract period of July 6, 2020 through June 30, 2022. Payment to Motel 6 and Orange Show Hospitality will be based on the number of occupied rooms. A report showing the number of occupied rooms will be provided to the Chief Executive Officer monthly.
Project Roomkey was initiated through a collaboration between County, non-profit agencies, and local businesses, including the hospitality industry. The purpose of Project Roomkey is to provide non-congregate shelter and options, including emergency food services, for people experiencing homelessness, protect human life, and minimize the strain on the health care system capacity. Project Roomkey gives people who are experiencing homelessness and are recovering from COVID-19, or have been exposed to COVID-19, a place to recuperate and properly quarantine outside of a hospital. It also provides a safe place for isolation for people who are experiencing homelessness and at high risk for medical complications were they to become infected.
Upon separation from or termination of Project Roomkey, the Office of Homeless Services will engage other homeless and housing assistance programs, such as Homekey and Moving Forward, or provide referrals to other resources and services. Due to the ongoing COVID-19 pandemic, the program is being extended for an additional nine months, through June 30, 2022. The contracts may be terminated earlier should Project Roomkey conclude prior to the end of June or by either party, upon 14 days’ written notice. As the COVID-19 pandemic conditions improve, this program will be evaluated to determine the reduction or cessation of this program.
PROCUREMENT
On June 23, 2020 (Item No. 125), the Board ratified Contract No. 20-502 with Orange Show Hospitality, Inc. that was signed by the Chief Executive Officer (CEO) on May 22, 2020, for the provision of non-congregate rooms to build isolation capacity as a response to COVID-19, for the period of May 22, 2020 through August 22, 2020, in an amount not to exceed $600,000. On July 14, 2020 (Item No. 24), the Board ratified Amendment No. 1 to the contract to add housekeeping/maintenance services, increasing the contract amount by $15,660 for a total amount not to exceed $615,660. On September 15, 2020 (Item No. 31), the Board ratified Amendment No. 2 to the contract increasing housekeeping hours, increasing the contract amount by $202,000 for a total amount not to exceed $817,660, and extending the contract through October 31, 2020. Amendment No. 3 ratified by the Board on December 15, 2020 (Item No. 36) increased the contract amount by $600,000 to an amount not to exceed $1,417,660 and extended services through December 31, 2020.
On August 11, 2020 (Item No. 21), the Board ratified Contract No. 20-598 with Motel 6 that was signed by the CEO on July 2, 2020, for the provision of non-congregate rooms to build isolation capacity as a response to COVID-19, for the period of July 2, 2020 through September 28, 2020, in an amount not to exceed $282,000. On November 17, 2020 (Item No. 42), the Board ratified Amendment No. 1 to the contract extending the contract through December 31, 2020, and Amendment No. 2 ratified by the Board on December 15, 2020 (Item No. 36), increased the contract amount by $318,000 to an amount not to exceed $600,000 to cover anticipated expenditures through December 31, 2020.
On November 17, 2020, (Item No. 47), the Board approved Contract No. 20-1142 with Woody’s to provide meals to County residents currently in emergency, non-congregate shelter due to COVID-19 pandemic as part of Project Roomkey in an amount not to exceed $650,000 for the period of July 6, 2020 through December 30, 2020.
On January 26, 2021 (Item No. 69), the Board ratified new contracts with Motel 6 and Orange Show Hospitality to provide non-congregate rooms for isolation capacity from January 1, 2021 through March 31, 2021. The contract with Motel 6 was for an amount not to exceed $165,000 and the contract with Orange Show Hospitality was for an amount not to exceed $290,000. Under Item No. 69, the Board also ratified Amendment No. 1 to Contract No. 20-1142 with Woody’s to provide meals to County residents currently in emergency non-congregate shelter due to COVID-19, increasing the total contract amount by $150,000, from $650,000 to an amount not to exceed $800,000, and extending the contract an additional three months from December 30, 2020 through March 31, 2021.
On March 23, 2021 (Item No. 38), the Board approved Amendment No. 1 to Contract No. 21-122 with Motel 6 increasing the total contract amount by $486,855, from $165,000 to $651,855 and Contract No. 21-123 with Orange Show Hospitality increasing the total contract amount by $569,488, from $290,000 to $859,488, for the provision of non-congregate shelter under Project Roomkey in response to COVID-19 and extending both contracts for an additional six months from March 31, 2021 through September 30, 2021.
On March 23, 2021 (Item No. 39), the Board approved Amendment No. 2, effective April 1, 2021, to Contract No. 20-1142 with Woody’s for continued provision of meals to County residents currently in emergency, non-congregate shelter due to COVID-19 pandemic as part of Project Roomkey, increasing the contract by $300,000, from $800,000 to a total amount not to exceed $1,100,000, and extending the contract for an additional six-month period, for a total contract period of July 6, 2020 through September 30, 2021.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel, 387-5455) on August 19, 2021; Purchasing (Bruce Cole, Supervising Buyer, 387-2148) on August 20, 2021; Finance (Christopher Lange, Administrative Analyst, 386-8393) on August 19, 2021; and County Finance and Administration (Tanya Bratton, Deputy Executive Officer, 388-0332) on August 20, 2021.