Tracy Homeless Advisory Committee names chair, backs $18,282 EFSP ARPA allocation and approves sanitation contract amendment

The Tracy Homeless Advisory Committee at a regularly scheduled meeting appointed its chair, voted to recommend that the City Council accept an $18,282 Emergency Food and Shelter Program (EFSP) ARPA allocation to support meals and shelter bed nights, and recommended amending the general services agreement with United Site Services of California, Inc. to extend the term and increase the contract ceiling for sanitation at the temporary emergency housing facility.

The action matters because the grant and contract changes directly fund operations at the City’s temporary emergency housing facility and will affect the availability of meals, shelter bed nights and sanitation services for unsheltered residents in Tracy, California.

Brian McDonald, Parks, Recreation and Community Services director, opened discussion by directing committee attention to the committee bylaws and duties and saying, "The first task at hand is for you to appoint a chair." Committee members nominated and approved Councilmember Bedoya as chair and selected a vice chair; the appointment was made by voice vote. Committee members agreed to review the committee’s duties, consider developing an annual work plan and asked staff to send the bylaws and related materials ahead of the next meeting.

Virginia Kearney, Homeless Services manager, presented the grant item and said the proposal "seeks adoption of a resolution by the city council authorizing the acceptance of a grant award of $18,282 from the Emergency Food and Shelter Program (EFSP), ARPA R allocation to support the cost of meals and shelter bed nights at the temporary emergency housing facility." Kearney told the committee that "No match from the city of Tracy is required to receive this grant." She said the city had previously been awarded $12,968 under phase 41 and later learned of an additional ARPA R allocation of $18,282 tied to the city's original application.

On contract amendment No. 2, Kearney detailed proposed changes to the general services agreement with United Site Services of California, Inc. for the temporary emergency housing facility at 370 West Arbor Avenue (Capital Improvement Project 71112). The amendment would extend the contract term from June 30, 2025, to June 30, 2026, and add funds so that "Contractors' total compensation under this agreement as amended shall not exceed $646,310," to cover additional weekly services, extra waste-tank removals, handwashing-station rentals and shower/restroom services while permanent facilities are delayed.

During staff updates, McDonald said phase 2 construction (the navigation center Sprung structure) is underway and is expected to begin erection in the coming months, with overall project completion estimated by the end of the calendar year, subject to weather-related delays. McDonald also reported the facility was moved off generator power after switchgear was energized in December 2024 and that rental generators were returned. Staff recommended moving the committee’s next meeting date because of scheduling conflicts.

Votes at a glance

- Consent: Adopt minutes for Oct. 17, 2024 — motion and second recorded; approved by voice vote. - Chair appointment: Nomination and approval of Councilmember Bedoya as chair; approved by voice vote. - Grant recommendation (Item 3B): Recommend that City Council adopt a resolution accepting $18,282 in EFSP ARPA funds and appropriate them to the Parks, Recreation and Community Services Department, Homeless Services Division for FY 2024–25 — motion and second recorded; approved by voice vote. No city match required. - Contract amendment recommendation (Item 3C): Recommend that City Council approve Amendment No. 2 to the general services agreement with United Site Services of California, Inc. to extend the term to 06/30/2026 and increase the not-to-exceed compensation to $646,310 — motion and second recorded; approved by voice vote.

What the committee decided and what happens next

The committee made internal appointments and voted to forward recommendations on the grant acceptance and contract amendment to the City Council for formal action. The committee asked staff to circulate the bylaws and to agendaize development of a committee work plan at a future meeting. Staff indicated they will provide materials and scheduling options ahead of the next convening.

Details and context

- Grant: The EFSP funds (phase 41, ARPA R allocation) are intended to supplement shelter bed nights and meals at the temporary emergency housing facility. The city submitted its original phase 41 application and supporting HMIS (Homeless Management Information System) data earlier in 2024. Committee staff said an initial award of $12,968 was notified on July 29, 2024, and an additional ARPA allocation of $18,282 was reported to the city on Dec. 13, 2024. - Contract amendment: The requested $646,310 total compensates additional sanitation services split across fiscal years; staff cited amounts for FY 2024–25 and FY 2025–26 to cover ongoing temporary restroom, shower and handwashing station rentals until permanent facilities are completed as part of phase 2 construction. - Project site: Temporary emergency housing facility, Capital Improvement Project 71112, 370 West Arbor Avenue, Tracy, California.

Committee members and staff said they appreciate the operational steps staff has taken to maintain services during construction delays and asked that staff return with recommended timelines and any adjustments to the work plan at a future meeting.

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