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CC - ACTION ITEM: Approval of the Implementation of the Motel Master Leasing and Nutrition Program Including: (1) A Long-Term Occupancy Agreement with Culver City Hospitality, (dba Rodeway Inn) in an Amount Not-to-Exceed $1,620,600; (2) A Long-Term Occupancy Agreement with Deeros LLC, (dba Paradise Inn and Suites) in an Amount Not-to-Exceed $2,118,825; (3) A Professional Services Agreement with Everytable in an Amount Not-to-Exceed $490,984 for Program Meals; and (4) FOUR-FIFTHS VOTE REQUIREMENT: Approval of a Related Budget Amendment Appropriating $2,275,966 from the Unassigned General Fund Balance.
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Meeting Date: August 28, 2023
Contact Person/Dept.: Tevis Barnes, Health and Human Services Department
Christina Stoffers, Health and Human Services Department
Marna Johnson, Health and Human Services Department
Phone Number: (310) 253-5782
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: Advisory Committee on Housing and Homelessness (08/22/2023); Everytable (08/12/2023); Culver City Hospitality, dba (08/09/2023); Deeros LLC, dba (08/09/2023); (E-Mail) Meetings and Agendas - City Council (08/23/2023)
Department Approval: Tevis Barnes, Housing and Human Services Director (08/15/2023)
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RECOMMENDATION:
Staff recommends the City Council approve the implementation of the Motel Master Leasing and Nutrition Program to provide interim temporary housing to people experiencing homelessness in Culver City including:
1. Approve of a long-term occupancy agreement with Culver City Hospitality, dba Rodeway Inn (Rodeway Inn) located at 11933 West Washington Blvd., Culver City, CA 90066 for 37 rooms at an average daily rate of $120 for a period of 12-months commencing September 1, 2023, to August 31, 2024 in an amount not-to-exceed $1,620,600;
2. Approve of a long-term occupancy agreement with Deeros LLC, dba Paradise Inn and Suites (Paradise Inn) located at 11750 West Washington Blvd., Culver City, CA 90066 for 27 rooms at an average daily rate of $107.50 for a period of 24-months commencing September 1, 2023, to August 31, 2025, in an amount not-to-exceed $2,118,825;
3. Approve of a professional services agreement with Everytable to provide 3 meals, 7 days/week for up to 64 persons for the period of 12-months commencing September 1, 2023, to August 31, 2024, in an amount not-to-exceed $490,984; and
4. Approve a related budget amendment appropriating $2,275,966 from the Unassigned General Fund Balance to Account No. 10135100.619830 (Housing Administration - Other Contractual Services Unhoused) (requires a four-fifths vote).
BACKGROUND
To combat homelessness in Culver City in an impactful way and create a continuum of care approach that leads with care and services, the City Manager, in his capacity as Director of Emergency Services, proclaimed a local emergency on homelessness on January 3, 2023. The Local Emergency was ratified by City Council at the January 9, 2023, Council meeting.
At the City Council Meeting on January 23, 2023, an Ordinance was introduced prohibiting camping in public places. The Council directed the City Manager to defer enforcement of the Ordinance until the City has completed the following three tasks: (1) Open for occupancy 73 new units of interim and permanent supportive housing, known as Culver City Project Homekey Interim and Permanent Supportive Housing Program, located at 3868 and 3900 Sepulveda Boulevard; (2) Open for occupancy of a safe-camping site with wrap-around supportive services for up to 40 people on a City-owned Virginia Avenue Parking Lot; and (3) Enter into long-term agreements with local motels for additional rooms for temporary housing.
DISCUSSION
The Motel Master Leasing and Nutrition Program (Program) will provide interim temporary housing to people experiencing homelessness, provide daily nutritious meals, and provide individual rooms with access to private restroom and bathing facilities. The Program works with local motel providers to offer temporary housing as our unhoused neighbors transition to Project Homekey, Safe Sleep, or other shelter and housing options that meet them where they are and serve their individual needs.
Overall Program Details:
The Motel Master Leasing and Nutrition Program consists of the following:
1. Twice weekly outreach, engagement, and case management services with
linkages to supportive services to appropriate housing/shelter options
through an existing contract with St. Joseph Center (SJC).
2. Individual rooms that can accommodate both single and double occupancy to allow couples or family units (Parent with adult dependents) to remain together.
3. Accommodations that allow for pets.
4. Accommodations with access to individual private showers and lavatories.
5. Access and means to store food and prepare meals (microwaves and mini
refrigerators).
6. Three (3) nutritious meals, 7-days a week, including a special Sunday
meal provided by Everytable (as discussed further below).
Everytable Nutrition Component:
Mission
Fresh, nutritious food should be a human right, not a luxury product. Everytable provides a retail quality dining experience at a sliding scale, providing a sense of dignity and ease to people experiencing food insecurity. The mission of Everytable is to transform the food system to make delicious, nutritious food accessible to everyone, everywhere. Founded in 2016, Everytable has 45+ stores across Los Angeles, Orange and San Diego Counties including three stores serving the Culver City community (5403 Sepulveda Blvd. Unit A, Culver City, CA 90230, 10419 W. Venice Blvd Suite 101-A, Los Angeles, CA 90034 and 12000 W. Washington Blvd., Los Angeles, CA 90066). Everytable provides 4,500+ meals to weekly home delivery customers and has 150+ institutional food service accounts.
Experience
Everytable has extensive experience providing meals to people experiencing homelessness serving as the primary food provider for Project Roomkey in Los Angeles County for the past two years, serving up to 30 sites breakfast, lunch, and dinner daily. Everytable is also the meal provider for the Culver City Safe Sleep Village.
Everytable serves homeless service providers of every scale, including the following:
• Transitional and Rapid Housing
• Permanent Supportive Housing
• Safe Parking Programs
• Hotel Voucher Programs
Services
Everytable provides:
• Menu Planning including adjustment based on client feedback.
• Individually packaged breakfast bowls, hot plates, salads, grain bowls,
wraps, sandwiches, drinks, snacks, and desserts.
• Dishes can be enjoyed cold or room temperature or microwaved for 1 - 2
minutes.
• Meals have a shelf life of up to 5 days.
• Expiration dates, nutrition facts, allergen information, and heating
instructions are printed on each dish’s label.
For the Culver City Motel Master Leasing and Nutrition Program, Everytable will provide:
• Meals for up to 64 people (Depending on the number of participants
occupying rooms daily).
• 3 meals/day, 7 days/week.
• A special Sunday meal.
• 2 drinks/day, 7 days/week.
• Delivered to 2 sites daily, Sunday - Friday.
• Consideration of participants’ dietary needs.
Temporary Interim Housing-Motel Accommodations:
For approximately five years, the City has utilized motel service at both Paradise Inn and Rodeway Inn to provide temporary interim housing to people experiencing homelessness while they transition to other shelter/housing options based on availability and personal needs. Currently there are a total of 29 persons residing at the above referenced local motels.
The Rodeway Inn and Paradise Inn have been providing transitional accommodations to individuals and families in need referred by both the City and other organizations. It is proposed to solidify these arrangements by entering into formal occupancy agreements with both motels. A total of 27 rooms, both single and double occupancy, will be provided by Paradise Inn. The Paradise Inn also allows pets for an additional fee. Rodeway Inn will provide 37 rooms, both single and double occupancy.
Placement of people experiencing homelessness at the Paradise Inn will focus on individuals, couples, and persons with pets. Placement at the Rodeway Inn will focus on families, the elderly, and persons with disabilities.
Motel Accommodations
Both motel properties offer ready-to-occupy rooms with 24-hour/7 day a week onsite management. All rooms are fully furnished with 1 bed or 2 beds, attached bathrooms, a mini refrigerator, microwave, telephone for local calls, and televisions with cable access. Both motels are conveniently located close to public transit and have grocery stores within walking distance.
In addition, each motel provides regular housekeeping services, including fresh towels, bed linens and toiletries. Trash removal, parking and utilities are also included.
City Responsibilities:
Pest Control
The motel providers engage in regular and as-needed pest control including rodent traps and spraying for roaches and bedbugs. The health and wellbeing of occupants participating in the Program is paramount. The City will supplement the pest control provided by the motels and provide additional pest control services on an as-needed basis.
Services/Security
Currently, SJC provides outreach and engagement and linkages to services and shelter/housing twice weekly. Currently, there is no entity available to provide round the clock services and security. Upon execution of the occupancy agreements with the motels, 24-hour/7-days a week security will be installed through an existing City contract with a security company in the short-term. The role of security will be to work with SJC and City staff to ensure the safety and wellbeing of all occupants. Staff will return to City Council at a later date to propose the installation of 24-hour/7-day a week onsite supportive services provider. Staff will solicit proposals from local service providers with experience in providing case management in a motel setting and including ongoing security services.
FISCAL ANALYSIS
On January 9, 2023, City Council adopted a resolution ratifying the Proclamation of Local Emergency on Homelessness by the Director of Emergency Services of the City of Culver City, California, issued by the City Manager on January 3, 2023. Culver City Municipal Code (CCMC) Sections 3.07.060.B and 3.09.040 enable the City to purchase equipment, goods, supplies and services made in connection with emergency activities in the event of a locally declared emergency without following the bidding procedures otherwise required by the CCMC.
The City is exercising its authority under the Homeless Emergency declared on January 3, 2023, to waive formal procurement procedures to secure the services to implement the Program including the proposed agreements with Everytable, the Rodeway Inn, and the Paradise Inn.
The total cost for a 12-month contract with Everytable is $490,984 at $9,442 per week for 52 weeks ($9,442 X 52 = $490,984) which includes the following:
$6.50 per meal (Mon - Sat) 64 people X 3 meals X 6 days = $7,488
$6.75 per meal (Sundays) 64 people X 3 meals X 1 day = $1,296
$.50 per drink (Sun-Sat) 64 people X 2 drinks X 7 days = $448
$15 delivery fee X 14 deliveries per week = $210
This report recommends the long-term leasing arrangement of 27 rooms at the Paradise Inn for an average daily rate of $107.50 for a period of 24-months. The long-term lease of the 27 rooms reflects leasing the motel facility in its entirety for Culver City people experiencing homelessness. The average rate reflects a daily rate of $105.00 for the first year and $110.00 for the second year. The total proposed expenditure for the first year is $1,034,775 and $1,084,050 for the second year. For a combined total of $2,118,825 for a 24-month period. The increase in the second year reflects increase in utilities and motel personnel costs.
The Rodeway Inn will long-term lease its entire facility of 37 rooms at a daily rate of $120.00 per room for a period of 12-months. The rate is slightly higher than the Paradise Inn’s daily rate due to the shorter duration of the contract period, and the rooms at the Rodeway Inn are larger with newer interiors. This leasing period is just for 12-months based on the need to supply additional rooms to accommodate people experiencing homelessness, if necessary, to assure an adequate supply of temporary accommodations especially during inclement weather events. The total proposed expenditure is $1,620,600.
In the Adopted Budget for Fiscal Year 2023-2024, funds in the amount of $2,771,000 were included in Account No. 10135100.619830 (Housing Administration - Other Contractual Services-Unhoused) for the Motel Master Leasing and Nutrition Program. This amount contained estimates for motel leases, food and nutrition, care coordination, damages and insurance. Based on the negotiations with the two motels and staff’s evaluation of costs based on recent experience, the program is proposed to cost $5,046,966 for the current fiscal year. This includes 10 months of the agreements (September 1 through June 30) for Everytable at $409,153, the Paradise Inn at $862,313, and the Rodeway Inn at $1,350,00. The proposed cost also includes an estimated $1.5 million for care coordination and security, $500,000 for damages, repairs and replacements, and $425,000 for property and liability insurance. A budget amendment appropriating an additional $2,275,966 from the Unassigned General Fund Balance to Account No. 10135100.619830 (Housing Administration - Other Contractual Services Unhoused) is necessary to fund the Program (requires a four-fifths vote). If approved, costs for the final two months of the Everytable and Rodeway Inn agreements and the remaining 14 months of the Paradise Inn agreement will be included in future fiscal year budgets.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve the implementation of the Motel Master Leasing and Nutrition Program to provide interim temporary housing to people experiencing homelessness in Culver City; and
2. Approve a long-term occupancy agreement with Culver City Hospitality, dba Rodeway Inn located at 11933 West Washington Blvd., Culver City, CA 90066 for 37 rooms at an average daily rate of $120 for a period of 12-months commencing September 1, 2023, to August 31, 2024, in an amount not-to-exceed $1,620,600; and
3. Approve a long-term occupancy agreement with Deeros LLC, dba Paradise Inn and Suites located at 11750 West Washington Blvd., Culver City, CA 90066 for 27 rooms at an average daily rate of $107.50 for a period of 24 months commencing September 1, 2023, to August 31, 2025, in an amount not-to-exceed $2,118,825; and
4. Approve a professional services agreement with Everytable to provide 3 meals, 7 days/week for up to 64 persons for the period of 12-months commencing September 1, 2023, to August 31, 2024, in an amount not-to-exceed $490,984; and
5. Approve a related budget amendment appropriating $2,275,966 from the Unassigned General Fund Balance to Account No. 10135100.619830 (Housing Administration - Other Contractual Services Unhoused) (requires a four-fifths vote); and
6. Authorize the City Attorney to review/prepare the necessary documents; and,
7. Authorize the City Manager to execute such documents on behalf of the City.