7547 Scope of WorkRFP 7547 Temporary Emergency Shelter in Hotels
Scope of Work/Service Specifications
TERM: One (1) year
FEES: The City shall pay to Owner an amount equal to DOLLARS (Room Rate TBD) per Room per
occupied night during the Term. In which, amount shall be paid to Owner in arrears of each month (the
“Monthly Fees”) or each week (Monday through Sunday) (the "Weekly Fees"). Notwithstanding any
other provision of the Agreement, the City's maximum payment obligation will not exceed EIGHT
HUNDRED THOUSAND AND N0/100 ($800,000.00) (the "Maximum Contract Amount").
SCOPE OF SERVICES
Hotel Rooms are to be used on an as needed basis by nonprofit partners of the City for providing
accommodations for high-risk, homeless individuals not yet exposed to (or diagnosed with) COVID-19
during the Public Health Emergency or for safe quarantine of individuals diagnosed with COVID-19. Each
invitee of nonprofit partners shall hereinafter be known individually a "Hotel Voucher Program Guest," or
collectively the "Hotel Voucher Program Guests".
The Property shall be used in a careful, safe, and proper manner in accordance with Property rules and
regulations. The City acknowledges and agrees that nonprofit partners: (i) will pre-screen Guests prior to
being on the Property for COVID-19; (ii) for any City Guest experiencing COVID-19-like conditions during
their stay, the Owner will be notified to ensure the health and safety of both Owner's employees and the
other City Guests; (iii) each Guest will be required to remain in their Room and will not be allowed to
congregate or use hotel common areas; provided, however, nonprofit may implement procedures to
allow no more than five (5) City Guests access to a designated space on the Property outside of the hotel
for fresh air and exercise with the Owner’s permission; (iv) any and all illegal activity, including, but not
limited to drug use is not permitted on the Property, and any Guest determined to have engaged in any
illegal activity will be immediately removed (by the nonprofit) from the Property; (v) the nonprofit will
monitor and enforce capacity restrictions limiting one (1) person per Room for single occupancy rooms,
and two (2) people per Room for dual occupancy rooms; and (vi) each Guest will be required to sign
Uniform Emergency Hotel Shelter Rules (the "Rules"), and further agrees that no Guest will be allowed to
occupy a Room without a fully executed Rules in hand, with all Rules delivered to Owner and City daily, as
they become available.
Owner Services
1. OCCUPANCY: The City hereby contracts for the use of Rooms within the hotel requested by a
nonprofit through a City approved voucher to be utilized, as set forth above. The Hotel Voucher
Program Guest shall only have access to and use of their Room inside the hotel, 24 hours per day,
seven (7) days per week, excluding (the Hotel Voucher Program Guest Invitees shall have no right
to use or enter) any common areas of the hotel, except as a means of ingress and egress, including,
but not limited to the hotel lobby, or other shared amenities (if applicable) such as a fitness center,
pool, etc. without the prior written consent of Owner.
2. NO ADDITONAL CHARGES: Owner will ensure that no optional or additional services subject to
extra costs are available to the Rooms, such as, but not limited to, pay-per-view or premium
television, room service food and beverage, and long-distance calling, so that no City Guest can
make additional charges to the Room.
3. NONPROFIT PROGRAM SPACE: Owner will allow nonprofit space onsite for staging services such
as food delivery and services for program Guests.
4. FOOD AND BEVERAGE: Owner shall allow daily room delivery of food and beverages by nonprofit
(if applicable).
5. HYGIENE SUPPLIES: Soap, shampoo, and conditioner will be delivered outside the door of each
Room once every 3 days unless supplied by nonprofit to program Guests.
6. BED LINENS: Clean linens will be delivered outside the door of each Room once every 7 days (or
upon request in case of emergency).
7. TOWELS: Clean towels will be delivered outside the door of each Room once every 3 days (or upon
request in case of emergency).
8. TRASH CANS: Trash cans will be set outside of each Room next to the Room door and Owner will
empty the trash cans once per day (or upon request in case of emergency), in addition to
collecting and emptying all trash on the Property.
9. REQUESTS FOR HOTEL SERVICES: Owner will provide 24-hour front desk staffing and maintenance
staffing from 6am to 11 pm daily.
10. CLEANING PUBLIC AREAS: Owner will provide staff daily to clean all public areas of the Property.
11. CLEANING/DISINFECTION PROTOCOL: Owner will clean/disinfect Guest rooms between use.
12. DAMAGES CAP: Request for reimbursement for damages shall be limited to $50 per room, per
day.
City Services
1. SECURITY: City will provide 24-hour security staffing to ensure (among other things) that there is
no congregating of Hotel Voucher Program Guests either outside or in common areas of the
Property or illegal activity occurring on the premises.
2. ROOM INSPECTION: City will document the conditions of all rooms prior to the start of the
program.
Nonprofit Services
1. GUEST HEALTH SCREENING: Agency will screen all Hotel Voucher Program Guests for symptoms
of COVID-19 by checking each Guest's temperature on a regular basis. Any Hotel Voucher Program
Guests exhibiting COVID-19 symptoms, or a fever will be quarantined, and the owner notified.
2. GUEST UNIFORM EMERGENCY HOTEL SHELTER RULES: Nonprofit will ensure that all City Guests
follow the Uniform Emergency Hotel Shelter Rules including the requirement to stay confined to
rooms, no congregating or utilizing the common spaces of the hotel.
3. GUEST NONCOMPLAINCE: Nonprofit will remove any unruly Hotel Voucher Program Guest (or
guests engaged in illegal behavior).