Title
Recommendation to Authorize the City Manager to Execute a First Amendment to the Agreement with Dialog Design LP for Architectural Services to Extend the Term by Two Years to September 16, 2027, to Provide Design and Construction Administration Services for the Day Center Relocation Project.
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Sections 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction). (Housing and Human Services Division 10021833)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The Day Center and Safe Sheltering Program (Day Center) is a safe and welcoming place for people who are unhoused and provides services, overnight emergency shelter and safe parking. Services include connection with social services such as housing, health, mental health, substance use treatment as well as classes, meals, wellness checks, once per week mobile showers and laundry, referrals and enrichment activities. The program is currently located at 431 Stardust Place, an Alameda Point building owned by the City of Alameda (City). This building is slated to be demolished as part of Phase 2 of the City Council approved development project, Rebuilding the Existing Supporting Housing of Alameda Point (RESHAP) Phase 2. The Day Center is being relocated to Alameda Point Building 2, Wing 3, located at 1041 W. Midway Ave.
Dialog Design LP (Dialog) is the architectural firm providing the design and construction administration for the Day Center Relocation Project. The original agreement expires on September 17, 2025, and staff recommends authorizing the City Manager to execute a first amendment to the agreement to extend the agreement term to September 16, 2027. The Day Center Relocation Project is estimated to open for services by Fall 2026 and this extension provides sufficient time to complete the project and associated as-built construction documents.
BACKGROUND
In March of 2018, City Council approved funding for initiatives to address homelessness proposed by the Social Services and Human Relations Board’s Report on Homelessness.
In October 2018, City Council declared a shelter crisis, opening a pathway for the City to receive State of California funding assistance to serve individuals experiencing homelessness. The first tranche of funds was received in January 2019 and appropriated by City Council for the creation of the Day Center and associated homeless services.
In September 2020, City Council approved the extension of service hours for the Day Center and related support services which grew the program to extended operations including overnight emergency shelter beds, overnight safe parking, and weekend hours. The Day Center now operates 23 hours daily, year-round.
The Day Center program is composed of the following:
• Day Center services - a safe indoor space to receive support and social services
• Emergency Overnight Shelter -16 beds set up in the Day Center
• Safe Parking- 25 overnight parking spaces for individuals living in their vehicles who also receive Day Center services
At the September 5, 2023 meeting, City Council authorized the City Manager to execute the RESHAP Disposition and Development Agreement (DDA) for the redevelopment of the site where the Day Center is currently housed. Demolition of the adjacent area in Phase 1 is complete and the current Day Center location will be demolished in a future RESHAP phase.
On September 17, 2024, City Council approved relocating the Day Center program to Alameda Point Building 2, Wing 3 and authorized the City Manager to execute an agreement with Dialog Design LP for architectural services to design the space. This agreement expires September 16, 2025.
DISCUSSION
The Dialog agreement scope of work is to provide detailed design and construction documents as well as an engineer’s estimate and support with bidding, contracting and construction administration.
The plan check and permit for the Day Center Relocation Project is complete. The bid package is being developed and is anticipated to be advertised in the fall with construction starting in the first quarter of 2026. The Day Center is anticipated to open for services by Fall 2026. Dialog has been instrumental in designing a safe, effective site and identifying ways to remain within a cost effective budget.
Staff anticipates this Day Center location will be suitable to house the Day Center and Safe Parking program for 10 or more years, pending future City Council approvals to fund programming.
Should the term of this Agreement need to be extended, without changing any other provision of the Agreement as approved by the City Council, staff further requests that City Council grant the City Manager the discretion to do so by amendment without returning to City Council for further approval.
ALTERNATIVES
• Authorize the City Manager to execute a first amendment to the agreement with Dialog Design LP to extend the term by two years to design the rehabilitated Day Center at Alameda Point Building 2, Wing 3.
• Require a new solicitation for design services of the Day Center Relocation Project. This will delay the project by at least three months and could result in working with an architectural firm that is less familiar with the project, adding more time and cost.
FINANCIAL IMPACT
The Day Center Relocation Project is funded in the amount of $2,750,000 with the following funds:
|
Amount |
Source |
|
$1,250,000 |
Fiscal Year (FY) 2023-24 California Budget Bill Jr. (Chapter 38, Statutes of 2023, AB 102) |
|
$750,000 |
FY 2024-25 General Fund Residual Fund Balance allocation |
|
$750,000 |
FY 2025-27 Capital Improvement Project allocation of the Prohousing Incentive Grant |
|
$2,750,000 |
TOTAL |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Social Services Human Relations Board Charter and Ordinance authority “to improve social services in the community” (Alameda Municipal Code Section 2-11.5) and the Report on Homelessness Policies and Programs. This action is consistent with Goal 2 of “The Road Home: A Five-Year Strategic Plan to Prevent and Respond to Homelessness in Alameda.”
This project also addresses the City Fiscal Year (FY) 2023-26 Strategic Plan Priority to House All Alamedans and End Homelessness, specifically Project HH2c to relocate and expand the Day Center and overnight shelter.
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
In accordance with the CEQA, this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Sections 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction).
CLIMATE IMPACT
The Social Vulnerability Assessment section of the Climate Action and Resiliency Plan states:
“adaptation strategies should consider how [the homeless] will receive emergency communications and how they will be sheltered. Proper, safe housing for all is an adaptation and resilience strategy. Planning strategies should always consider these vulnerable populations in adaptation efforts.”
Day Center program provides safe, warm, and needed shelter, providing basic human services, and access to case management for the unhoused in Alameda.
RECOMMENDATION
Authorize the City Manager to execute a first amendment to the agreement with Dialog Design LP for architectural services to extend the term by two years to September 16, 2027 to provide design and construction administration services for the Day Center Relocation Project.
Respectfully submitted,
Amy Wooldridge, Assistant City Manager
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibits:
1. First Amendment
2. Original Agreement