December 2023
December 22, 2023
Five additional unhoused clients were transported to the shelter for intake and moved into the shelter.
December 21, 2023
Phase IV- Custom Containers at the Temporary Emergency Housing Facility opened the new container units to allow the transition of unhoused clients. The opening of the Phase IV- Custom Containers increased the bed count to 86.
Five unhoused clients were transported to the shelter for intake and moved into the shelter.
December 20, 2023
With the adoption of the new municipal code, the operational plan to return El Pescadero Park, one of the largest encampments to its intended use and transition the unsheltered from camping in public areas to our Temporary Emergency Housing Facility and/or other diversion services, where additional resources and services can be provided was initiated.
The collaborative effort by Parks and Recreation, Public Works, and Code Enforcement under the advisement of Tracy PD collected and removed all trash and debris, which included all remnants of any tents/encampments from the area. The final clean-up of El Pescadero Park included four (4) dumpsters and two (2) back hoes with all temporary fencing being adjusted to encompass the areas of the park that was still deemed a hazard and uninhabitable due to the City's municipal codes and ongoing tree removal. No arrests and full compliance.
Homeless Services, The Salvation Army, Familiar Faces, TCCC, Inner Faith and Helping Hands aided with the relocation of the un-housed to the City's temporary living shelter, hotels/motels and/or alternative housing options.
With the relocation of unhoused individuals to the Tracy Emergency Housing Shelter in December of 2023, coupled with Familiar Faces Homeless Outreach efforts to offer diversion resources collectively, the City of Tracy team has successfully closed three encampments and relocated individuals seeking services.
The closed encampments include El Pescadero Park, Detention Basin 4 (Macarthur Drive), and Detention Basin 5 (Plascencia Fields) and Pescadero and Paradise private property.
December 19, 2023
City Council accepts a grant awarded from San Joaquin County American Rescue Plan Act(PDF, 336KB) allocation in the amount of $7,167,798 and appropriate such funds towards the construction of Phase II-Site Improvements of the Temporary emergency Housing Facility.
City Council accepts a grant award from U.S. Department of Housing and Urban Development Economic Development Initiative sponsored by Congressman Josh Harder(PDF, 336KB) in the amount of $3 Million and appropriating the total grant funds towards the construction of Phase II-Site Improvements of the Temporary Emergency Housing Facility (CIP 71112).
City Council approved to open Phase IV-Custom Containers at the Temporary Emergency Housing Facility to allow the transition of clients into the containers.
December 14, 2023
Virginia Carney, Homeless Services Manager was nominated and appointed as Vice-Chair for the San Joaquin Continuum of Care Board of Directors.
December 5, 2023
The Tracy City Council approved an amendment to the Tracy Municipal Code designating City of Tracy Parks as "sensitive areas." The updated municipal code has provided clear direction to law enforcement as to how to address individuals who seek to establish encampments within our City park infrastructure.
El Pescadero Park is a sensitive use area per section TMC 5.12.200(b) due to the park's proximity to elementary school, daycare center, Fire Station House-96, Inter-Faith Ministries, and other recreational facilities/public spaces. In addition, construction of the new Multi-Generational Recreational Center (MGRC) is anticipated to begin at El Pescadero Park in January 2024.
An operational plan was created to focus on transitioning the unsheltered from camping in public areas to our Temporary Emergency Housing Facility, where additional resources and services can be provided. The operational plan will also coincide with the anticipated completion of Phase IV (Custom Containers) of the Temporary Emergency Housing Facility, which includes the availability of thirty-eight (38) additional beds.
November 2023
November 20, 2023
Delivery of second set of Linked Equipment Containers arrived at the TEHF under Phase IV-Custom Containers.
November 1, 2023
October 2023
October 31, 2023
Both, City Net and Tracy Community Connections Center
contracts for shelter service providers have ended.
Tracy Community Connections Center Activities:
- 117 Clients were reported in HMIS for pre shelter and intake services for the duration of the contract, 11/1/2022-10/31/2023.
Tracy Community Connections Center reported supporting a total of 190 individuals through their Navigation Center for their pre shelter intake and referral services during the duration of their contract. However, HMIS reported 124 clients served. 7 of these clients were duplicated. This was a data entry issue and it is being corrected to reflect the 190 total.
City Net Shelter Operations:
- 132 Clients were reported in HMIS for shelter intakes for the duration of the contract, 11/1/2022-10/31/2023.
City Net reported having supported 137 unique individuals at the Temporary Emergency Housing Campus since November 1, 2022. However, HMIS reports a total of 132 unique individuals served. 24 of these clients were duplicated. They provided ongoing case management support to all shelter residents. 16 individuals were exited from the shelter to another housing destination ("positive exits").
October 30, 2023
Delivery of first set of Linked Equipment Containers arrived at the TEHF under Phase IV-Custom Containers
- Phase IV-Custom Containers: Anticipates eight (8) additional custom containers, which will increase the bed capacity with an additional thirty-eight (38) beds for individuals to receive housing.
October 26, 2023
Delivery of temporary restrooms and shower trailers arrived at the Temporary Emergency Housing Facility for Phase IV-Custom Containers occupants.
October 19, 2023
Tracy Homelessness Advisory Committee receive an informational update regarding homeless services and the Temporary Emergency Housing Facility project(PDF, 791KB). The staff report included:
Outreach Provider Updates for September 2023:
- Familiar Faces
- 187 Client Contacts
- 1 Shelter Intake
- 21 Clients on the Shelter Waitlist
- Trine Integrated Services, Inc. Security-
- Provided 24-hour security services at City Parks and facilities in support of Tracy Police Dept. through September 21, 2023
- Contract has expired and there are no plans to extend
- Tracy Community Connections Center
- 142 Client Contacts in Public Spaces
- 8 Shelter Intakes
- 38 Clients on Shelter Waitlist
- October will be the last month reporting out for Tracy community Connections Center. Contract with the City ends on October 31, 2023. The city of Tracy has no plans to extend this agreement.
City Net Shelter Operations through September 30, 2023:
- City Net reports having supported 137 unique individuals at the Temporary Emergency Housing Campus since November 14, 2022. They are providing ongoing case management support to all shelter residents. To date, 16 individuals have exited the shelter to another housing destination ("positive exits").
- As of September 30, 2023, the shelter is at capacity with 48 individuals and 14 pets staying there. There are an additional 32 individuals on the waiting list who have already been through Tracy Community Connections Center's intake process and are awaiting an available shelter bed.
- Effective November 1, 2023, shelter operations will transition from City Net to The Salvation Army.
In May of 2023, Health Plan of San Joaquin met with the City's Homeless Services Manager to discuss additional funding availability for our Tracy Interim Shelter project. Health Plan of San Joaquin requested a proposal outlining the additional funding needs for the Tracy Interim Shelter Site project (renamed Phase III and Phase IV of the Temporary Emergency Housing Facility). In early June of 2023 the City was notified of the additional award in the amount of $595,000 to fund additional needs at the Tracy Interim shelter site.
This item provides Council with an opportunity to receive a grant award in the amount of $595,000 from Health Plan of San Joaquin for the Tracy Interim Shelter Site project(PDF, 306KB) (renamed Phase III and Phase IV of the Temporary Emergency Housing Facility). This grant is funded by Health Plan of San Joaquin County and is in support of providing additional housing options within specific geographic areas that do not currently have projects that support those experiencing homelessness and who are also Medi-Cal beneficiaries.
Tracy Homelessness Advisory Committee recommend that the City Council adopt a Resolution (1) approving Amendment No. 1 to the General Services Agreement (Agreement) with United Fence Services, Inc.(PDF, 2MB), to modify Section 2.1 to extend the term of the Agreement through December 31, 2024, for the rental of fence panels, stands and safety brackets required at the Temporary Emergency Housing Facility (TEHF).
The proposed Amendment No. 1 (Attachment A) will extend the term of the General Services Agreement (GSA) with United Fence Services, Inc. (Consultant) through December 31, 2024, to provide the Temporary Emergency Housing Facility (TEHF) with rental of fence panels, stands and safety brackets. The Agreement not to exceed amount of $200,000, is unchanged.
October 17, 2023
City Council approved the general services agreement with United Site Services of California, Inc. to provide temporary showers and restrooms for Phase IV- Custom Container occupants until permanent bathrooms are installed under Phase II- Site Improvements at the Temporary Emergency Housing Facility.
October 3, 2023
City Council awarded the professional service agreement to The Salvation Army(PDF, 240KB), to serve as the City's shelter operator for the Temporary Emergency Housing Facility, with an initial term of one (1) year.
City Council awarded the professional services agreement with Roebbelen Construction Management Services, Inc.(PDF, 1MB) for construction management services for Phase II- Site Improvements at the Temporary Emergency Housing Facility, CIP 71112.
September 2023
September 26, 2023
The Tracy Homelessness Advisory Committee received an informational report(PDF, 2MB) providing an update on the City of Tracy's efforts to address the impacts of homelessness and quality of life issues in the community, including an update on the City's emergency interim shelter activities.
Budget Update
The Homeless Services Division approved FY23/24 operating budget totaled $1.7 million, which is funded from the general fund and the American Rescue Plan Act (ARPA) funds the City received.
Grant Update
The Homeless Services Division continues to apply for additional funding opportunities to help offset ongoing costs and help support operations and construction costs for the Temporary Emergency Housing Facility. Below is a table referencing current grants that have been applied for and their status.
City Operator Services Unsheltered Response Team
Support Services Updates:
- Collaborative efforts between the City/County Update
- The Detention Basin-4 encampment has been cleared of tents due to a fire
- Continuum of Care Update
- The Homeless Services Manager is a part of several CoC subcommittees, these include CES, Point in Time Count and Strategic Planning to name a few. The Homeless Services Manager is currently the Co-Chair of the Strategic Planning meeting.
- The CoC has moved forward with selection of hiring a consultant to perform the Point in Time (PIT) count for 2024. Planning of this is underway to include all cities and unincorporated areas.
- Park Clean-ups Update
- Areas of El Pescadero Park are being fenced off as a precautionary public safety measure to mitigate potential tree hazards, evaluate the safety and condition of the landscaping, and prepare for scheduled maintenance like tree trimming.
- Transit Services Update
- Total Ridership since inception through August 31, 2023, was a total of 98 boardings with an overage of 3.63 passengers per day.
The City of Tracy (City) issued a Request for Proposals (RFP) to solicit applications from private entities and/or non-profit organizations to operate a year-round non-congregate low barrier Temporary Emergency Housing Facility for individuals experiencing homelessness in Tracy.
The Temporary Emergency Housing Facility (Shelter) will help people experiencing homelessness develop a pathway towards permanent housing, healthcare, and stability. Proposed onsite services include, but are not limited to, transportation to and from the shelter, case management, state-licensed behavioral health services, social services, meals, showers, laundry service, 24/7 staffing, and security.
In response to the RFP, the City received two (2) proposals by the August 14, 2023, deadline. The two proposals were reviewed by a Review Panel consisting of five (5) subject matter experts.
Upon review of the proposals and interviews with two Proposers, staff is requesting that the
City Council authorize the City Manager to enter into a professional services agreement with the top-rated proposer, The Salvation Army, to operate the City's Temporary Emergency Housing Facility for an initial one-year term(PDF, 860KB), with a not-to-exceed annual cost of $2.6 Million, and with an option to extend an additional year, if the Proposer satisfactorily performed all requirements in this Professional Service Agreement (PSA), and per recommendation from the Director of Mobility and Housing to the City Manager, the City Manager may extend the Agreement for an additional one-year.
This agenda item is to approve a general services agreement for specialty services with the service provider, United Site Services of California, Inc.(PDF, 854KB), to provide the temporary showers and restrooms facilities to the Phase IV-Custom Containers occupants until the permanent bathrooms are installed in Phase II-Site Improvements.
Permanent restroom and shower facilities to serve the occupants of Phase IV will be included in the construction of the site improvements referred to as Phase II. Until construction is complete, temporary restrooms and showers are required to serve the Phase IV custom containers.
Construction management is critical and a required service for all City capital improvement projects (CIP). Such management services include the effective management of the project's schedule, cost, quality, safety, scope, and function amongst other things.
The Phase II-Site Improvements and the Sprung Structure CIP 71112, located at 370 W. Arbor Avenue builds upon completed site work and will provide a 6,300 square foot sprung structure and ancillary buildings which provide a commercial kitchen, restrooms, showers, laundry, and storage facilities (Project). Due to the urgency and complexity of the Project, staff recommends retaining services of a construction management firm, specifically Roebbelen Construction Management Services, Inc. (Consultant)(PDF, 984KB).
August 2023
August 29-30, 2023
Previous containers removed from shelter site, relocated and repurposed to the Tracy Police Dept range.
August 14, 202
In response to the Request for Proposals (RFP) for the Shelter Operator, the City received two (2) proposals from The Salvation Army and Ready to Work by the deadline.
August 17, 2023
THAC was presented with an item requesting that the City Council approve agreements with GradeTech, Inc. and Tennyson Electric, Inc, and the additional allocations to complete the remaining preparation work for the containers and waive the bidding requirements under the Public Contract Code and Tracy Municipal Code due to the emergency need for housing and impending grant deadlines.
Authorizing the acceptance of a grant award from San Joaquin County Homelessness Housing Assistance and Prevention Round 3. This item provides Council with an opportunity to receive a grant award in the amount of $251,795 from San Joaquin County Homelessness Housing Assistance and Prevention Round 3 allocation for the Tracy Interim Shelter Site project (renamed Phase III and Phase IV of the Temporary Emergency Housing Facility). This grant is funded by San Joaquin County Homelessness Housing Assistance and Prevention Round 3 allocation and is being allocated to partially fund operations costs at the Temporary Emergency Housing Facility.
August 18, 2023
The City received three (3) proposals prior to the submittal deadline. The proposals received where from Griffin Structures, Consultant, and SJ Construction Management.
Following a comprehensive evaluation of submitted proposals, the City will then schedule interviews with the most qualified CM firm(s).
July 2023
July 28, 2023
Staff issued a Request for Proposal (RFP) seeking proposals from qualified construction management experts for the Project. The goal of the RFP was to find a construction management firm that had the depth and breadth of knowledge that the City could depend on for risk management and to help guide the overall construction for this Project.
The scope of the services that would be carried out by Consultant includes four (4) phases: construction, project close-out, public outreach, and project assessment (Services).
July 5, 2023
As part of the Phase IV, City Council authorized the purchase of eight (8) custom container dormitories from Linked Equipment under Resolution 2023-140 to provide additional interim shelter facility capacity.
June 2023
Phase I - Demolition, Grading & Underground Utilities
Phase I of the TEHF Project included demolition of the existing structures, site and preparation, and underground utilities, and began in May of 2022. Phase I was accepted as complete on June 2023 per Resolution 2023-098.
- Removal of 1100 square foot building, 2500 tons, asphalt, recyclable metals, buried concrete, and other materials
- Installation of 1450 feet of 12" water pipe, 1000 feet of sewer pipe, and communications & data conduits
June 16, 2023
City Council Resolution 2023-102(PDF, 44MB) adopts amendments to the City Council's code of conduct and meeting protocols and rules of procedures on June 6, 2023.
June 15, 2023
THAC was presented with an item to discuss and provide direction regarding Phase IV - Custom Containers at the Temporary Emergency Housing Facility. THAC members agreed to make a motion, during Council Items at the next City Council meeting, that the City Council hear the item directly on July 5, 2023.
As of April 17, 2023, CC915 continues not to be on-site; therefore, no construction progress has been completed. This continuous lapse of presence on-site, continues to exacerbate the ability to complete the project.
Homeless Service Provider Updates
City Net Update through May 31, 2023
City Net has processed 120 individuals into the shelter since November 14, 2022. They are providing ongoing case management support to all shelter residents. To date, 14 individuals have exited the shelter with a housing destination (positive exits).
As of May 31, 2023, the shelter has 46 individuals and 14 pets. There are an additional 27 individuals on the waiting list who have already been processed through Tracy Community Connection Center and are awaiting an open bed.
The City of Tracy is currently working with our shelter providers on updating their file system. In addition, we are working on updating their policies and procedures.
Tracy Community Connection Center Update through May 31, 2023
Tracy Community Connections Center (TCCC) has processed a total of 116 unique individuals through their Navigation Center for shelter intake to date. The City of Tracy is currently working with our providers on updating their file system.
Familiar Faces
The Familiar Faces (FF) team continues to assist with shelter intake, organizing, and networking with non-profits and religious groups to identify gaps and solutions (reunification/habitat for humanity-like efforts). Police Patrol teams continue to work collaboratively on how to best utilize the FF team when out on patrol.
Park Clean Up
Areas of El Pescadero Park are being fenced off as a precautionary public safety measure to mitigate potential tree hazards, evaluate the safety and condition of the landscaping, and prepare for scheduled maintenance like tree trimming. The City's future for El Pescadero Park include the construction of the new multi-generational gymnasium center.
May 2023
May 18, 2023
The Homeless Services Manager provided an update(PDF, 791KB) on the City of Tracy's efforts to address the impacts of homelessness and quality of life issues in the community, including an update on the City's emergency interim shelter activities.
Grant Updates
- The Homeless Services Division has been made aware that the City of Tracy is being awarded a portion of their application amount for Homeless Housing, Assistance and Prevention (HHAP) Grant Round 3. The City applied to the San Joaquin County application process, which includes additional allocations granted by the San Joaquin Continuum of Care (CoC). The County portion allotted the City of Tracy an award of $251,795 for shelter operations. The City was not awarded any additional allocations from the CoC.
- The City has resubmitted its proposal for $3.6 million to the County's additional allocation of ARPA funds for construction of sprung structure and site improvements.
- Continuing to work through the acceptance requirements of the $3 Million Economic Development Initiative Community Project Funding Grant (Congressman Harder Grant) -A National Environmental Policy Act (NEPA) addendum is required and will be updated to include this funding source.
Homeless Service Provider Updates
City Net Update through April 30, 2023
City Net has processed 117 individuals into the shelter since November 14, 2022. They are providing ongoing case management support to all shelter residents. To date, 11 individuals have exited the shelter with a housing destination (positive exits).
As of April 30, 2023, the shelter has 46 individuals and 12 pets. There are an additional 29 individuals on the waiting list who have already been processed through Tracy Community Connection Center and are awaiting an open bed.
The City of Tracy is currently working with our shelter providers on updating their file system. In addition, we are working on updating their policies and procedures.
Tracy Community Connection Center Update through April 30, 2023
Tracy Community Connections Center (TCCC) has processed a total of 109 unique individuals through their Navigation Center for shelter intake to date. The City of Tracy is currently working with our providers on updating their file system.
Tracy Homeless Advisory Committee Update - Financial Summary(PDF, 306KB)
The Homeless Services Manager provided an overview of the approved services and budget pertaining to the City of Tracy's efforts to address the impacts of homelessness and quality of life issues in the community.
The shelter has remained at full capacity. The City has made it known to both providers that February is the end of the premium period, as well as the assessment period and that the City will no longer be paying those premiums. It is the goal of the Homeless Services Division to provide the contracted services to the City's most vulnerable population that adheres to both quality-of-life issues while providing due diligence to our constituents. The Homeless Services Division manages these contracts and assesses the validity of the invoicing to ensure they are reflective of the services being provided.
November 2022 through February 28, 2023, invoices paid to City Net totaled $906,746 and to TCCC totaled $236,199.
The following tables provide an overview of the approved City Operator services, budget, and recorded expenses in the City's financial system.
The table below provides the costs by City Net for shelter operations. These costs include labor for personnel, facilities and operations, client services, and administration. Facilities and operations costs include facilities upkeep, equipment, security, janitorial, pest control and liability insurance; and rapid start-up costs include temporary relocation expenses for travel and lodging for personnel. Client services costs includes supplies, meals, clothing, pet supplies, and transportation. Administration fees are a percentage of the total invoice amount.
City Net Budget and Expenses Paid as of February 28, 2023
The table below provides a detail of the Scope of Work for City Net Professional Services Agreement.
City Net Scope of Work
City Net Update-Case Management/Supportive Services
On-Site Case Management
- Case Management is an intensive provision of client services where staff connect clients to medical/mental health/substance use programs, employment, food stamps and other cash/non-cash benefits, obtain housing required documents, and create a housing plan.
- "Document Readiness" and "Housing Plans" are discussed at weekly appointments and client support happens throughout the week as needed
- Client user agreement requires weekly attendance to formal appointments
On-Site Supportive Services
- Supportive services include any additional services to case management that allows clients at the Tracy Shelter to thrive.
- Examples include meals, clothing, life skills classes, art classes, pet care, etc.
- These services often help with the transition from shelter to permanent housing
The following table provides the costs by Tracy Community Connections Center (TCCC) for pre shelter intake and referral services. These costs include labor for personnel, transportation services, Navigation Center, general liability insurance and administration.
TCCC Budget and Expenses Paid as of February 28, 2023
TCCC Scope of Work
Tracy Police Department Familiar Faces Services Update
- The Familiar Faces Team received their Transportation Van from City of Tracy Fleet Management. The van will greatly enhance their transportation capabilities and services offered.
- The Team continues to provide resources for substance use, mental health, and housing while engaging with our unsheltered. Most recently, 2 unsheltered were referred for senior housing and 1 for the Housing and Disability Advocacy Program (HDAP).
Staff returned with a recommendation the Tracy Homelessness Advisory Committee(PDF, 2MB) to recommend that the City Council to adopt the bylaws for the THAC.
Staff recommends that the Tracy Homelessness Advisory Committee recommend that the City Council adopt a resolution ratifying, pursuant to Tracy Municipal Code Section 2.20.180(B)(1), various procurement contracts for goods and general services agreements executed by the City Manager to implement Emergency Interim Housing solutions for the unsheltered(PDF, 99KB) .
The Resolution waived the procurement requirements for professional services pursuant to Tracy Municipal Code Section 2.20.140(b)(6) to provide the City Manager quicker options to secure services from interim shelter operators. At the time, the procurement of additional goods and services had not been contemplated, so they were not addressed in the Resolution. Tracy Municipal Code Section 2.20.180 requires that, for purchases or general services of $50,000 or more, the City follow a formal bidding procedure for the procurement of such purchases or general services. Section 2.20.180(b)(1) allows formal bidding procedures to be dispensed in an emergency, provided that the City Manager reports to the City Council, at the next regular meeting, the reasons justifying why the emergency will not permit a delay resulting from a competitive solicitation for bids and why the action is necessary to respond to the emergency.
Staff requested that the City Council approve a Procurement Agreement(PDF, 263KB) for the direct purchase of eight (8) pre-manufactured custom containers in a not to exceed amount of $716,320 from the manufacturer, Linked Equipment, Inc.(Vendor), of Phoenix, Arizona, to expediate the fabrication, delivery, and installation of housing for the Temporary Emergency Housing Project, CIP 71112.
Since August 2022, staff has presented to City Council various staff reports to ratify expenses related to the interim emergency solution, also known as Phase 3 (Modulars) and Phase 4 (Custom Containers), purchased under Resolution No. 2022-121 from CC915, Inc., dba Custom Containers 915 (CC915). As of December 29, 2022, eight (8) custom containers were delivered to the Arbor Avenue site. During this period, extreme unforeseen weather conditions were experienced in northern California with massive and extensive rain over several weeks. A completed punch list detailing various deficiencies were identified by staff and provided to CC915 on January 4, 2023. As a result of the severity of the noted deficiencies with the CC915's custom containers (Phase 4), staff has been unable to accept and issue certificates of occupancy of Phase 4.
The City was awarded a $1.2 million grant from Health Plan of San Joaquin (HPSJ) to fund the purchase and installation of custom containers. The City received one final extension from Health Plan of San Joaquin to have the additional 38 beds in-service by October 31, 2023. In conversation with HPSJ, "in service" refers to the date that the units/custom containers are available to receive and be occupied by an individual for shelter. Based on CC915's inability to complete repairs on-time, the inadequacy of repairs to date, their continued lack of presence at the Arbor Avenue site, unresponsiveness to an emergency and missing their own set deadlines, staff has no confidence in CC915 completing the punch list.
In order to meet the grant funding deadlines and to continue moving forward with providing interim housing solutions to the unsheltered, staff is recommending that the City procure new containers from a different vendor to replace the existing custom containers. Staff has engaged Linked Equipment, LLC for similar units meeting California building code specifications. The City has utilized Linked Equipment for custom container unit types for the procurement of bathrooms and laundry facilities for the Tracy Shelter site.
The cost for the equipment is approximately $716,320, which includes fabrication of the units, and 10% contingency. The City secured a grant of $1.2 million from Health Plan of San Joaquin for the costs of the custom containers and interim site expenses related to Phase 3 and Phase 4. In addition, the City has committed funding from ARPA for the operations costs at the Temporary Housing Emergency Shelter.
The City Council previously awarded a construction contract to GradeTech, Inc.(PDF, 76KB) to conduct demolition, rough grading, installation of underground utilities, and design work for the Temporary Emergency Housing Project on Arbor Avenue, Capital Improvement Project (CIP) 71112 (Project) on April 19, 2022, pursuant to Resolution No. 2022-052. In order to move forward with the completion, installation, and operation of custom containers (Phase 4) for the Project, additional construction work is required, including utilities. Staff is requesting that the City Council approve an amendment to the construction contract with GradeTech, Inc. to conduct the remaining preparation work for the containers and expand the scope of work in the amount of$135,000 in anticipated work for a total not to exceed amount of $435,000 and waive the bidding requirements under the Public Contract Code and Tracy Municipal Code due to the emergency need for housing and impending grant deadlines.
City staff recommends that the City Council accept a portion of construction work for the Temporary Emergency Housing Project on Arbor Road, Phase 1, Phase 3, and Phase 4, CIP 71112. Project costs are within the available budget. The contractor has now completed these portions of the work required in accordance with the plans and specifications and City staff is recommending acceptance of the completed work. The City Engineer has inspected the completed work and confirmed that all work conforms to the contract plans and specifications and has been completed per the original contract. Staff recommends that the City Council accept these portions of the project as complete, authorize the City Clerk to File the Notice of Completion with the San Joaquin County Recorder's Office and authorize the City Engineer to release the bonds and retention payment for such completed work.
Adopt a resolution rescinding Resolution No. 2022-121(PDF, 133KB), which authorized the City Manager to take immediate and emergency actions to implement interim housing solutions for the City of Tracy's unsheltered, and waived procurement requirements for professional services under Tracy Municipal Code Section 2.20.140(b)(6).
On August 16, 2022, after learning of the delay in constructing the Temporary Emergency Housing Project, the ongoing threat to the health and safety of the unsheltered population, and in anticipation of the necessity to protect the unsheltered from exposure to harsh weather conditions from the upcoming winter season, the Council adopted Resolution No. 2022-121 (Resolution), which reaffirmed an emergency shelter crisis, pursuant to California Government Code 8698.4, to immediately address the increasing number of unsheltered individuals within the City. In addition to the declaration of the shelter emergency, the Resolution authorized the City Manager to take requisite actions needed to expeditiously provide interim housing solutions and dispensed the City's competitive bidding requirements for professional services, pursuant to Tracy Municipal Code (TMC) Section 2.20.140(b)(6).
This action is in response to Mayor ProTem Davis request made on March 2, 2023, requesting that staff return to rescind Resolution No. 2022-121. By rescinding Resolution No. 2022-121 contracts for Professional Service Agreements, General Service Agreements, or procurement of goods will need to follow procedures set forth in Tracy Municipal Code.
May 16, 2023
The Bylaws for the Tracy Homelessness Advisory Committee adopted by City Council Resolution 2023-085(PDF, 2MB)
May 2, 2023
Council approved acceptance of Health Plan of San Joaquin $1.2 Million award.
April 2023
April 26, 2023
CC915 has not been on-site.
April 19, 2023
Inspections requested OPS & Utilities Director's presence at TEHF at Arbor Road site to assess efforts at sealing a/c unit openings. It was found that more than acceptable amounts of putty and ‘blue' tape were used as an attempt to seal the excess areas around the a/c units. This effort was not/is not deemed sufficient to satisfy the City's requirement for weatherproofing the units.
Additionally, CC915 sub-contractor submitted an updated project schedule to complete punch list correction reflecting completion by end of April 2023. Based on the above mentioned and recently identified conditions during inspections and lack of job-on the site presence, this date does not appear attainable.
April 17, 2023
Update on the City of Tracy's efforts to address the impacts of homelessness and quality of life issues in the community, including an update on the City's emergency interim shelter activities and an overview of the approved services and budget pertaining to the City of Tracy's efforts to address the impacts of homelessness and quality of life issues in the community.
March 2023
March 29, 2023
The State of California released a Notice of Funding Availability (NOFA) for Round 3 of the Homekey application. Staff is currently conducting its due diligence to determine the feasibility of this program and/or how this program complements the current priority to complete the construction of the Tracy Emergency Homelessness Facility (TEHF) project. The deadline to submit this application is July 28, 2023.
Mach 22, 2023
The Tracy Police Department and Familiar Faces staff met alongside our County Behavioral Health Leadership, along with the Whole Person Care team to continue discussions on how we can collaborate on serving our most vulnerable unsheltered residents here in Tracy. These meetings have led to an increase in Behavioral Health support at the shelter.
March 16, 2023
Committee Selection of A Chairperson
Karin Schnaider, Assistant City Manager provided the staff report. Motion was made by Committee Member Bedolla to nominate Committee Member Davis as the Chairperson and himself as the Vice Chairperson.
- Chairperson: Mayor ProTem Eleassia Davis
- Vice Chairperson: Council Member Matt Bedolla
Expansion Construction Update
- Director Jackson (program manager over construction) received the approved punch list from CC915. It was deemed a complete list per staff's request. CC915 estimates the completion on March 31, 2023.
- City Engineer is reworking bid documents for site to separate out wastewater lift station and electrical supply for the full site as possible solution to expedite completion of site improvements. This will allow work to continue progressing incrementally on the construction while staff continues seeking grants to fund the full project costs.
- Set priority for immediate construction needs and requested Engineering to proceed to establishing full bid packets.
- Priorities for bid separation:
- All work to complete Custom Containers.
- Moving to permanent power North and South sides of properties.
- Construction of sewer lift station.
- Next phase is preparing site for temporary showers and bathrooms that will be utilized by the clients housed in the custom containers.
- Permanent showers and bathrooms are planned with the next construction phase and require the construction of the sewer lift station. These will support both the custom containers and the sprung structure.
Homeless Services Provider Update
Familiar Faces Update-February Statistics
- Total engagement contacts 92
- 22 new clients since 01/31/2023
- 3 shelter referrals resulting in shelter intake
- Engaged with 5 clients categorized as "special populations"
- 2 "Other" Housing Referrals
- Emerson Men's Sober Living Home
- SPICE Program for disabled adults
- 5 Substance use referrals
March 9, 2023
Our Homeless Services Manager is on several CoC subcommittees, these include Housing, Point in Time Count and Strategic Planning. The City of Tracy Homeless Services Manager will be providing an update via a presentation during the regularly scheduled agenda to the San Joaquin County Continuum of Care regarding the Tracy Interim Shelter site.
March 8, 2023
Adriana Castaneda was appointed as the Director of Mobility & Housing
March 1, 2023
The City terminated the Professional Services Agreement at 7am with Tracy Community Connections Center for Warming Center services provided at the Tracy Sports Complex. The City of Tracy is currently not providing any Warming Center services. We are referring individuals to 211 for additional services.
February 2023
In February 2023, staff secured a new vendor for fuel that resulted in a savings of almost $1.50 a gallon. The City also expanded the temporary fencing around the Temporary Housing Emergency Shelter site to secure the construction areas and enhance security of the residents and staff at the shelter until the permanent fence is installed.
February 28, 2023
- The City has prepared the submittal for reimbursement from the County's $3.6 million grant for initial construction costs. This reimbursement was received in the amount of $2,961,500.11.
- Encampment Resolution Fund application submitted
February 17, 2023
The Homeless Services Manager met with representatives from Sutter Tracy and our local contracted homeless services providers to initiate an in-service meeting/presentation with local partners to proactively collaborate on services and gaps in referrals for our local unhoused population. Those in attendance were Tracy Community Connections Center, Tracy Police Departments Familiar Faces Team, and our Homeless Services Manager along with several members of the Sutter Tracy Team. The Sutter Tracy team also included regional representation to facilitate ongoing partnerships.
February 16, 2023
As the City continues its multi-pronged approach to address homelessness, the THAC has been meeting more frequently than quarterly, through special meetings. At the City Council meeting, Mayor ProTem Davis requested that the THAC meetings change from quarterly meetings to monthly meetings.
Update on the City of Tracy's efforts to address the impacts of homelessness and quality of life issues in the community, including an update on the City's emergency interim shelter activities.
Expansion of Interim Shelter Site
Interim Shelter Site
Exits:
A "positive exit" in the street outreach context means that someone has ended their contact with the street outreach team and is no longer living on the streets in a place not meant for human habitation (unsheltered). This includes moving into permanent housing, but could also include entering a shelter, entering a long-term rehabilitation program, or even moving in with families or friends.
- During the period of November 14-January 31: There were 32 unique cases of "positive exits".
A "negative exit" results from an individual exit from shelter due to non-compliance or from refusal of services. This may result from individual choice or individual failure to comply with shelter operator procedures/policies.
- During the period of November 14 - January 31: There were 29 unique cases of "negative exits".
Approximate unsheltered/encampment:
As of January 31, 2023, there is an estimated 60 unhoused in three encampments: El Pescadero Park, Plascencia Park, and Detention Basin 4.
City Net Update through January 31, 2023
City Net processed 76 individuals into shelter since November 14th, 36 men and 40 women. A total of 18 pets have been served. City Net provided a range of services. These services included referrals to social security cards, employment assistance, identification (ID) cards, and mental health and substance use referrals. Four individuals exited the shelter with a housing destination (positive exits).
The shelter has remained at or near capacity since the transition plan was completed. However, occupancy can fluctuate daily. When open beds become available, City Net informs both TCCC and Familiar Faces that the shelter is ready for new intakes.
Tracy Community Connection Center Update through January 31, 2023
Tracy Community Connections Center (TCCC) processed 75 unique individuals through their Navigation Center for shelter intake. 18 pets were also processed for shelter entry through the Navigation Center. There have been an additional 22 individuals who have been able to find alternate housing through the Navigation Center, pre-shelter and intake and referral services
January 2023
January 19, 2023
The Warming Center has had 35 attendees with an average of 6 per night. Staff amended policy to require pets to be crated while at the Warming Center. Service animals are allowed in the Warming Center if they remain on an owner-controlled leash. The City has extended the Warming Center through the month of February 2023. Weather forecast for the beginning of February report freezing temperatures and additional rain. The estimated cost for two months is $40,000.
January 12, 2023
The City's Homeless Services Manager attended her first CoC meeting. Active participation on the CoC Board will ensure that the City of Tracy's voice is heard and stays relevant to the changing climate. This will also give the City the opportunity to be on the front line of all regional and county concerns regarding homelessness initiatives. The Homeless Services Manager will also be seeking an appointment to the CoC Housing Sub-Committee.
January 5, 2023
The City's Homeless Services Division applied for the HHAP Round 3 San Joaquin County allocation to the San Joaquin County Program Administrator for Homeless Initiatives. This application included shelter operations, street outreach and services coordination funding requests in the amount of $1.4 million dollars.
January 2, 2023
- The City partnered with TCCC to open a temporary Warming Center at the Tracy Sports Complex. The hours are 7 pm to 7 am; however, some extended hours have been provided depending on weather conditions of the day. Some programs and sports rentals were relocated to other City facilities as needed and no interruptions in sports fields rentals occurred.
- During the early portion of January, TCCC, Familiar Faces, and Code Enforcement dedicated resources to helping the unsheltered to move to less flooded areas of the park. As mentioned above, TCCC provided transportation to/from Warming Center with pick up at El Pescadero Park, DB4 and Plascencia Park.