CC Resolution 13244 - Approving Consultant Agreement with Silicon Valley Independent Living Center RESOLUTION NO. 13244
BEING A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CAMPBELL DISPENSING WITH THE BIDDING PROCEDURES AND
AUTHORIZING THE CITY MANAGER TO EXECUTE THE MOTEL
VOUCHER PROGRAM ADMINISTRATOR PROFESSIONAL
SERVICES AGREEMENT WITH SILICON VALLEY INDEPENDENT
LIVING CENTER.
WHEREAS, in July of 2024, the City Council approved American Rescue Plan Act
(ARPA) funds for the establishment of a Motel Voucher Program for the Unhoused; and
WHEREAS, the City has selected SVILC to operate the City's Motel Voucher program
based on their experience in operating similar motel programs in neighboring jurisdictions;
WHEREAS, the cost of the Program will be fully funded with American Rescue Plan Act
funds; and
WHEREAS, the administration fee for services to be provided by SVILC are $147,500
and will include direct program expenses, direct personnel expenses and operating
expenses ; and
WHEREAS, the City Council held a public meeting and approved the scope of work and
proposed fee schedule as set forth as Attachment B to the City Council Staff Report dated
December 3, 2024; and
WHEREAS, the purchasing procedures outlined in the City's Municipal Code (CMC)
Section 3.20.050 state that purchases and contract for `supplies, services, and
equipment of estimated fair market value greater than fifty thousand dollars' shall
be made according to specified bidding procedures; and
WHEREAS, CMC Section 3.20.030 provides that the bidding procedures may be
dispensed with when any one of eight potential circumstances are found to exist; and
WHEREAS, the City Council has found the following two circumstances from CMC
3.20.030 to exist, thereby warranting the bidding procedures to be dispensed with:
• The city seeks the special services, consultation or advice in financial, economic,
accounting, engineering, legal, administrative or other matters from persons
specially trained, experienced and competent to perform the special services
required;
• The City Council, by a majority vote, determines that it is in the best interest of the
public to dispense with the requirements of Section 3.20.050, in which case the
City Council shall prescribe the appropriate method of purchase.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell
hereby dispenses with the bidding procedures specified in CMC Section 3.20.050 and
approves and authorizes the City Manager to execute a 24 month (expiring December
31, 2026) Professional Service Agreement with SVILC in substantially the form and
content set forth as Attachment B to the City Council Staff Report dated December 3,
2024.
PASSED AND ADOPTED this 3rd day of December, 2024, by the following roll call vote:
AYES: Councilmembers: Bybee, Furtado, Scozzola, Lopez, Landry
NOES: Councilmembers: None
ABSENT: Councilmembers: None
ABSTAIN: Councilmembers: None
v
APPROVE k/f H
D
Susan M. Landry, Mayor
ATTEST: a4aa /0 .
6
Andrea S - ers, City Clerk
Exhibit A
Scope of Services and Fees
Consultant will provide the following types of temporary housing and/or basic needs
programming:
1. Motel Vouchers—Motel vouchers will be provided for those in need of a temporary place
to stay including connection to resources and referrals to address basic needs, get
assessed for housing and provide supportive services to establish a housing plan to exit -
homelessness. At a minimum,the Consultant shall:
a. Accept referrals through the City of Campbell's Unhoused Specialist and other local service providers as appropriate for unsheltered homeless persons residing in
the City of Campbell.
b. In coordination with the City, determine the appropriate duration of each client's
participation in the program. The length of program services will be based on the
client's needs but will not exceed 30 days. Stays may be extended for up to 90
days based on a case-by-case basis.
c. Provide motel vouchers to a participating Campbell motel. Motel shall provide
sleeping accommodations and showers at a minimum. Meals and other basic
services will be provided based on the client's needs.
d. Conduct intakes, assessments, and discharges in accordance with the current
Homeless Management Information System(HMIS) standards for Santa Clara
County, including administrating of the Vulnerability Index-Service Prioritization
Decision Assessment Tool (VI-SPDAT).
e. Provide case management to all clients in need of intervention to develop
customized service plans to meet each individual's or household's goals. Case
management services should focus on connections to mainstream community
resources and support networks to support housing placement and long-term
housing retention.
2. Motel Vouchers for Inclement Weather-Motel vouchers will be provided for those in
need of a temporary place to stay in the event of a Cold Weather Activation issued by
Santa Clara County.
a. Accept referrals through the City of Campbell's Unhoused Specialist and other
service providers as appropriate for unsheltered homeless persons residing in the
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City of Campbell.
b. In coordination with the City, determine the appropriate duration of each client's
participation in the program. The length of program services will be based on the
client's needs but will not exceed 5 days.
c. Provide motel vouchers to a participating Campbell motel. Motel shall provide
sleeping accommodations and showers at a minimum. Meals and other basic
services will be provided based on the client's needs.
d. Conduct intakes, assessments, and discharges in accordance with the current
Homeless Management Information System (HMIS) standards for Santa Clara
County, including administrating of the Vulnerability Index-Service Prioritization
Decision Assessment Tool (VI-SPDAT).
3. Client Eligibility Criteria
Clients will need to meet one of the eligibility criteria noted below. Individual clients not
fitting into the listed criteria will be evaluated on a case-by-case basis for eligibility.
•
a. Fleeing Domestic Violence: Individuals or families escaping domestic violence
situations.
b. Recently Discharged from Hospital: Unhoused individuals discharged from a
hospital with no safe place to recover.
c. Emergency Medical Needs: Those with urgent medical needs that require a
temporary place to stay to stabilize or heal.
d. Elderly Individuals: Seniors who are at higher risk in unsafe or unsanitary
conditions.
e. Extreme Weather Conditions: People experiencing homelessness during extreme
weather events, such as severe cold or heat.
f. Families with Minor Children: Homeless families with young children who need
shelter to ensure child safety.
g. Individuals with Disabilities: Those who have disabilities making it unsafe to live
on the streets.
h. Veterans: Unhoused veterans seeking stable housing options.
i. Chronic Illness: Individuals with chronic health conditions that may worsen
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without a safe and stable environment.
j. Victims of Human Trafficking: Individuals escaping situations of human
trafficking or exploitation
k. Couch Surfing: Individuals moving from house to house, generally staying a few
days before moving to another house.
4. Wraparound Services—Services will be provided to unhoused clients seeking assistance
with services such as resource connection and referrals, and other supportive services. At
a minimum, the Contractor shall:
a. Provide case management such as information and referral, This may include
individualized case planning.
b. Conduct intakes, assessments, and discharges in accordance with the current
HMIS standards for Santa Clara County.
c. Assess housing needs, provide resource connection and referrals, and provide
other supportive services, including administration of the VI-SPDAT.
5. Reporting Requirements
a. Provide monthly reports on utilization by program type (Motel Voucher Program
and Inclement Weather Program), including:
i. Number of unduplicated individuals and/or households served
ii. Number of bed nights provided
b. Provide quarterly reports, which shall include the following:
i. Number of unduplicated individuals and/or households served
ii. Number of bed nights provided
iii. Client statistical information
i. Household Size
ii. Household composition (i.e. children, adults and seniors)
iii. Household income levels
iv. Employment status
v. Duration of homelessness
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Fee Schedule/Budget
Reimbursement Requests
1. SVILC to submit reimbursement requests to the City on a monthly basis.
Reimbursement requests shall include the following:
a. Invoices for motel vouchers, which shall include the date, dollar amount and
number of motel nights
b. Proof of payment from SVILC to the motel provider
c. SVILC shall submit a list with a client identifier(client#, etc.) and services
provided to each client
d. For an exception made to the maximum hotel room stay, SVILC shall provide a
justification for exceeding the established limits
2. SVILC will invoice the City for actual costs as established by the Budget as described
below.
Direct Program Expenses' r Cost "
Hotel/Motel Nights $106,632
Food $1,000
Other Services $5,000
Transportation/Bus Passes $500
Subtotal Direct Program Expenses $113,132
Administrative Expenses
Indirect Administration $34,368
Subtotal Administrative Expenses $34,368
Total $147,500
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