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HomeMy WebLinkAboutStaff Report 2607-6566CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, August 17, 2026 Council Chambers & Hybrid 5:30 PM     Agenda Item     4.Approve Expansion of the City’s Overnight Warming/Cooling Location Program, Approve an Operating Framework for Emergency Inclement Weather Response; CEQA status. City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: City Manager Meeting Date: August 17, 2026 Report #:2607-6566 TITLE Approve Expansion of the City’s Overnight Warming/Cooling Location Program, Approve an Operating Framework for Emergency Inclement Weather Response; CEQA status. RECOMMENDATION Staff recommends that the City Council approve the expansion of the City’s Overnight Warming/Cooling Location (“OWL”) program for the upcoming season to include operation during County of Santa Clara Inclement Weather Alert activations and up to ten additional City- directed activation nights, and approve the OWL operating framework, substantially in the form attached as Exhibit A. Funding for the expanded OWL program is already earmarked in the Human Services budget, and no additional appropriation is requested at this time. EXECUTIVE SUMMARY Staff recommends continuing and modestly expanding the City’s Overnight Warming Location (“OWL”) program following the pilot seasons as a temporary emergency response to provide overnight indoor refuge for unhoused individuals during severe weather conditions. Based on staff’s review, the program functioned as intended as a limited life-saving intervention and addressed a local gap in emergency overnight weather response.1 The program was initially established and described as the City’s Overnight Warming Location Program. Staff recommends broadening the terminology to “Overnight Warming/Cooling Location” to reflect the broader range of weather and environmental conditions that may create health and safety risks for unsheltered residents, including cold, rain, heat, smoke, and poor air quality.2 The proposed framework would retain operation during County of Santa Clara Inclement Weather Alert activations as the base activation level, while authorizing up to ten additional 1 The OWL program is one component of the City’s broader homelessness response ecosystem, which has included homeless outreach, Hotel de Zink, Heart and Home Collaborative, Homekey interim shelter, safe parking, affordable housing investments, and coordination with the County Office of Supportive Housing. 2 The program was initially established and described as the City’s Overnight Warming Location Program. Staff recommends broadening the terminology to “Overnight Warming/Cooling Location” to reflect the broader range of weather and environmental conditions that may create health and safety risks for unsheltered residents. operator-directed activation nights when warranted. Operations would continue as a service provider–staffed model for Overnight Warming/Cooling Location (“OWL”) operations offers practical safety, operational, and cost benefits. Staff recommend transitioning to use of security personnel to be on an as needed basis, enabling greater support from train service provider personnel at a reduced cost. BACKGROUND 5, the pilot was designed as a temporary emergency measure to provide overnight indoor refuge during County of Santa Clara Inclement Weather Alert activations.6 ANALYSIS 5 City Council, March 11, 2024, Agenda Item #17, SR #2402-2694 6 The County of Santa Clara manages severe storms and cold snaps through AlertSCC, its official emergency notification system. During inclement weather alerts, the county activates temporary warming locations, coordinates sandbag distributions, and broadcasts localized safety warnings via text, email, and phone Measure Pilot Result Total activation nights 16 nights Unduplicated participants served 33 unique participants Total bed-nights9 201 bed-nights Average nightly occupancy Approximately 12.6 participants per night Average occupancy rate 97% The pilot operated over a 2.5-week holiday period in December 2025 and provided 201 overnight indoor bed-nights for 33 unique participants. Participant demographics reflected the vulnerability of the population served: approximately one in four participants were women, one in three reported a disability, and the average participant age was approximately 50. Based on pilot operations, staff believes the program demonstrated value in several ways, including reducing overnight exposure to severe weather conditions for unsheltered residents; creating a defined emergency response option in North County when alternatives are limited; supporting engagement by trained provider staff; providing vital services such as food and dry clothing; and demonstrating that overnight weather activation can be operated in a controlled and manageable manner. The pilot also demonstrated that demand exceeded available capacity on multiple nights. In addition to the 201 bed-nights provided indoors, staff and the provider observed an average of approximately 2.8 additional individuals per night who could not be accommodated due to capacity limits, representing roughly 45 overflow instances over the 16-night activation period. Overall, the pilot demonstrated that a relatively modest City investment can provide targeted emergency overnight capacity during periods of elevated weather-related risk, while also identifying the need to consider capacity, overflow protocols, and service connection tracking in any future program design. Recommended Program Framework Staff recommends continuing the program under a more flexible and cost-conscious operating framework for the upcoming season, using funding already earmarked in the Human Services budget. First, staff recommends broadening the program framing from “Overnight Warming Location” to “Overnight Warming/Cooling Location.” This terminology better reflects the range of conditions that may create health and safety risks for unsheltered residents, including cold, rain, wind, heat, smoke, and poor air quality. 9 “Bed-nights” refers to the total number of overnight shelter stays provided. One person staying one night equals one bed-night; for example, 10 people staying for 3 nights equals 30 bed-nights. Second, staff recommends preserving program operation during County of Santa Clara Inclement Weather Alert activations while authorizing up to 10 additional operator-directed activation nights during the contract term, subject to available funding. This added discretion is recommended because County activations may not always capture localized North County conditions or conditions that continue between formal County activations. City-directed activation nights would supplement, not replace, County-triggered activations. Option A – City-Provided Facility. The City would provide OWL space, or access to a City- controlled facility, and the operator would be responsible for staffing, operations, setup, close- down, supplies, participant oversight, and restoration of the space to required condition. Option B – Provider-Provided Facility. The operator would identify and secure a site suitable for overnight use, subject to City review for safety, accessibility, capacity, readiness on short notice, and operational practicality. This option recognizes that service providers may have established relationships with community-based, faith-based, nonprofit, or other partner facilities that may be better suited for this type of short-term emergency shelter operation. Allowing provider-identified sites would increase siting flexibility, reduce reliance on City- controlled facilities, and may improve the City’s ability to activate the program quickly when conditions warrant. Issue Recommended Provider-Led Model Reduced Staffing + Dedicated Security by Default Core overnight function Two awake provider staff on site One provider staff plus one security guard Best fit for participant support Stronger alignment with trauma-informed service delivery and participant support More limited-service capacity during routine operations De-escalation and participant engagement Led by trained provider staff familiar with vulnerable populations Security may assist with site safety but is not a substitute for service engagement or trauma-informed de-escalation Operational flexibility Security or additional support can be added if conditions warrant Security cost is built into every activation, regardless of need Cost impact Lower estimated cost Higher estimated cost A provider-led model is recommended because routine OWL operations primarily require participant engagement, supervision, support, verbal de-escalation, and immediate operational response—functions that align more closely with trained service providers than dedicated security staff. Trained provider staff are better suited to the overnight shelter setting because they can use trauma-informed engagement, support participant stabilization, respond quickly to behavioral or interpersonal issues, and help maintain site safety and stability. While security may be appropriate in specific circumstances or at particular sites, staff does not recommend dedicated security as the default staffing model for every activation night. This recommendation is informed by the pilot program, where dedicated security provided mixed operational value and was not always fully integrated into site operations or responsive to overnight program needs. Although some performance issues could be addressed through stronger contract management and clearer expectations, a security-based model would still require additional oversight, cost more, and would not provide key program functions such as participant support, service connection, and provider-led de-escalation. For these reasons, staff recommends using security as a targeted tool when site conditions, risk assessment, or City direction warrant it, rather than building dedicated security into every activation by default. The provider-led model better aligns routine OWL operations with the City’s broader service-centered homelessness response framework, even though measurable housing exits are not the primary goal of the program. The proposed framework would also establish clearer monthly reporting for each activated month, including activation dates, County-triggered versus City-directed nights, cumulative City-directed nights, site used, staffing pattern, participant counts, turn-aways, and aggregated incident summaries. Finally, the proposed framework would establish clearer reporting expectations. The operator would provide monthly reporting for each month in which the OWL is activated, including activation dates; County-triggered nights versus City-directed nights; cumulative use of City- directed nights; site used; staffing pattern; participant counts; turn-aways; and aggregated incident summaries. Provider-led model: one coordinator, two overnight staff, on-call support, and laundry; and Reduced staffing plus security model: one coordinator, one overnight staff, on-call support, laundry, and a dedicated security guard. Cost Scenario 15 Nights 20 Nights 25 Nights 30 Nights Savings under recommended model $1,311 $1,748 $2,185 $2,622 FISCAL/RESOURCE IMPACT available $50,000 allocation, which is estimated to support up to approximately 30 activation nights under the provider-led model, actual number of activation nights would depend on final provider costs, activation frequency, site conditions, and operational needs. STAKEHOLDER ENGAGEMENT 11 and coordinated with relevant City departments to support implementation. If Council authorizes continuation of the program, staff will continue coordination with internal departments, service partners, and, as needed, site representatives to support implementation. If a provider-provided site is pursued, staff anticipates additional site-specific stakeholder communication and operational coordination as part of implementation. ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: 11 The City has provided public OWL and storm-related updates through City communication channels, including storm update webpages and public event notices. These communications have included site locations, operating hours, safety reminders, and information about County warming centers and related resources. (paloalto.gov) Scope of Work and Operating Framework Overnight Warming/Cooling Location Program Attachment A Overnight Warming/Cooling Location Program Scope of Work and Operating Framework 1. Program Purpose The City’s Overnight Warming/Cooling Location Program, referred to as the “OWL Program,” is a limited, seasonal emergency response program intended to provide temporary overnight indoor refuge for unsheltered adults during periods of elevated weather -related or environmental health and safety risk. The OWL Program is intended to reduce overnight exposure to hazardous conditions, support basic life-safety needs, and provide a defined emergency response option when conditions warrant. The program is not intended to function as year -round shelter, transitional housing, permanent housing, medical care, or a comprehensive case management program. 2. Program Goals The goals of the OWL Program are to: 1. Provide temporary overnight indoor refuge during qualifying weather or environmental events; 2. Reduce risk of weather-related illness, injury, or death among unsheltered adults; 3. Maintain a safe, orderly, trauma-informed, and low-barrier overnight environment; 4. Provide basic supports such as seating or sleeping space, restrooms, water, light snacks or meals, dry clothing or blankets when available, and referrals to services; 5. Support coordination between the City, service providers, County partners, and other relevant stakeholders; and 6. Collect operational data to inform future City decision-making. 3. Activation Framework 3.1 County-Triggered Activations The OWL Program may operate during County of Santa Clara Inclement Weather Alert activations, subject to City direction, facility availability, provider readiness, staffing capacity, and available funding. County-triggered activations are intended to align the City’s response with regional emergency weather response efforts. 3.2 City-Directed Activations In addition to County-triggered activations, the City may authorize up to 10 additional City -directed activation nights during the contract term. City-directed activation nights may be used when local conditions, public health or safety concerns, service gaps, facility-specific considerations, or other City-identified needs warrant activation, even if County activation thresholds have not been met. City-directed activation nights are intended to supplement, not replace, County -triggered activations. 3.3 Conditions That May Support Activation The City may consider activation based on one or more of the following conditions: • Cold temperatures; • Rain or prolonged wet conditions; • Wind or storm conditions; • Heat; • Smoke or poor air quality; • Public health or safety concerns affecting unsheltered residents; • Closure, unavailability, or insufficiency of other emergency overnight options; • Anticipated unmet need in North County or Palo Alto; or • Other conditions identified by the City Manager or designee. 3.4 Activation Decision Authority Activation decisions shall be made by the City Manager or designee, in consultation with relevant City departments and the contracted operator as needed. The City shall provide activation notice to the operator as early as practicable. The operator shall identify the minimum lead time required to activate staffing and site operations. 4. Eligible Participants The OWL Program shall serve unsheltered adults experiencing weather -related or environmental exposure risk. The program shall be operated as a low-barrier emergency overnight refuge, subject to site capacity, safety requirements, and reasonable participant conduct expectations. Unless otherwise approved by the City, the program shall serve adults age 18 and older. The operator shall establish protocols for responding to individuals who arrive with minor children, including referral to appropriate family shelter or emergency resou rces. 5. Facility Model Respondents or operators may propose one or both of the following facility arrangements. 5.1 Option A — City-Provided Facility Under this option, the City provides access to a City -controlled facility or designated space for OWL operations. The operator is responsible for: • Overnight staffing; • Participant intake and oversight; • Site setup; • Site close-down; • Supplies and operational materials, unless otherwise provided by the City; • Cleaning support as specified in the agreement; • Restoration of the space to the required daytime condition; • Incident response and reporting; and • Coordination with designated City staff. The City may establish facility-specific requirements related to access, security systems, restrooms, storage, custodial needs, fire/life-safety requirements, insurance, and hours of use. 5.2 Option B — Provider-Provided Facility Under this option, the operator identifies and secures a facility suitable for overnight OWL operations. Any provider-provided facility shall be subject to City review and approval. The City may consider: • Location and accessibility; • Proximity to transit or known areas of need; • Interior capacity; • Restroom access; • ADA accessibility or reasonable accommodation considerations; • Fire/life-safety readiness; • Ability to activate on short notice; • Insurance and liability requirements; • Site control or written authorization for use; • Neighborhood or site-specific operational considerations; • Ability to restore and secure the site after operations; and • Overall operational practicality. The operator shall be responsible for obtaining any necessary site permissions, agreements, or approvals unless otherwise agreed to by the City. 6. Operating Hours Unless otherwise approved by the City, OWL operations shall occur overnight. A typical operating schedule may include: Activity Illustrative Timeframe Staff arrival and setup 6:00 p.m. – 7:00 p.m. Participant check-in 7:00 p.m. – 9:00 p.m. Overnight operations 9:00 p.m. – 6:00 a.m. Morning departure 6:00 a.m. – 7:00 a.m. Close-down, cleaning, and restoration 7:00 a.m. – 8:00 a.m. Final hours shall be confirmed by the City and operator based on site requirements, participant needs, staffing availability, and activation conditions. 7. Capacity Program capacity shall be determined by the City in consultation with the operator and shall depend on the approved site, available staffing, fire/life-safety requirements, furnishings, restroom access, and operational feasibility. The operator shall not exceed the approved site capacity without prior City authorization. When capacity is reached, the operator shall implement turn -away and overflow protocols approved by the City, including documentation of unmet need and referral to alternative resources when available. 8. Staffing Model 8.1 Minimum Staffing The recommended operating model is provider-led and shall include, at minimum: • Two awake provider staff on site during overnight operations; • One designated program coordinator or supervisor responsible for planning, scheduling, reporting, and City coordination; • On-call supervisory support during activation hours; and • Additional staff as needed based on site conditions, capacity, participant needs, or City direction. The City may approve alternate staffing proposals if they provide equivalent or greater operational coverage and participant support. 8.2 Staff Qualifications Provider staff should have experience or training in one or more of the following areas: • Homeless services; • Trauma-informed care; • Harm reduction; • Verbal de-escalation; • Crisis response; • Working with vulnerable adults; • Mandated reporting, if applicable; • Emergency procedures; • Basic first aid or CPR, preferred; and • Cultural competency and non-discrimination practices. 8.3 Security Dedicated security shall not be required by default for every activation night unless directed by the City or proposed by the operator and approved by the City. Security or additional site support may be added when warranted by: • Site-specific requirements; • Prior incidents or credible safety concerns; • Facility layout or access-control needs; • Large activation events; • Operator recommendation; • City risk assessment; or • City direction. Security personnel, if used, shall coordinate with provider staff and shall not replace provider staff responsible for participant engagement, support, and de -escalation. 9. Operator Responsibilities The operator shall be responsible for the following services and activities. 9.1 Pre-Activation Planning The operator shall: • Maintain an activation plan approved by the City; • Identify staffing availability and call-in procedures; • Maintain current contact information for City and provider staff; • Participate in pre-season planning meetings; • Conduct site walkthroughs and readiness checks as requested; • Develop site-specific operating procedures; • Maintain required supplies; and • Confirm procedures for setup, check-in, overnight operations, close-down, cleaning, and reporting. 9.2 Activation Response Upon activation notice, the operator shall: • Confirm staffing availability; • Confirm site readiness; • Coordinate arrival and setup logistics; • Notify designated outreach or referral partners as directed by the City; • Prepare participant intake materials and supplies; • Open the site during approved operating hours; and • Maintain communication with City staff as needed. 9.3 Participant Intake and Oversight The operator shall: • Manage participant check-in; • Track participant counts; • Maintain an attendance log or equivalent record; • Communicate participant expectations; • Monitor participant safety and conduct; • Provide trauma-informed engagement and verbal de-escalation; • Support reasonable accommodations when feasible; • Maintain confidentiality of participant information; • Document turn-aways or overflow demand; and • Coordinate referrals to available services when appropriate. 9.4 Basic Services The operator shall provide or coordinate basic services, which may include: • Indoor overnight refuge; • Restroom access; • Water; • Light snacks or meals, if available; • Blankets, mats, cots, or other sleeping/resting supplies, depending on site setup; • Dry clothing, socks, hygiene supplies, or weather -related supplies, if available; • Charging access, if feasible and safe; • Waste disposal; • Basic wellness observation; and • Referrals or information regarding community resources. 9.5 Site Setup and Close-Down The operator shall: • Set up the designated OWL space before participant arrival; • Arrange mats, cots, chairs, tables, signage, supplies, and intake area as applicable; • Maintain clear paths of travel and emergency exits; • Monitor restrooms and common areas during operations; • Close the site at the approved time; • Ensure all participants exit safely at close-down; • Remove or store program supplies; • Collect waste and personal items left behind in accordance with approved procedures; • Coordinate or perform cleaning as specified in the agreement; and • Restore the facility to the required condition for daytime use. 9.6 Incident Response The operator shall maintain and implement incident response procedures addressing: • Medical emergencies; • Behavioral incidents; • Participant conflict; • Substance use or suspected overdose; • Refusal to leave at close-down; • Lost or abandoned property; • Facility damage; • Fire alarms or evacuation; • Severe weather escalation; • Calls to 911, EMS, police, or fire; and • Notification to City staff. The operator shall immediately call 911 for life -threatening emergencies or conditions requiring emergency response. The operator shall notify the City of significant incidents as soon as practicable and provide written incident summaries consistent with reporting requirements. 10. Participant Expectations The operator shall establish participant expectations that are clear, reasonable, and appropriate for a low-barrier emergency refuge setting. Participant expectations may address: • Respectful conduct toward staff and other participants; • No violence, threats, or harassment; • No weapons; • No smoking or open flames inside the facility; • No property damage; • Compliance with basic safety instructions; • Respect for quiet hours; • Use of designated areas only; • Departure at close of operations; and • Compliance with site-specific requirements. Participant expectations should be applied consistently and in a manner that prioritizes safety, de - escalation, and access to emergency refuge whenever feasible. 11. Supplies and Equipment The operator shall provide, coordinate, or manage supplies necessary for OWL operations, unless otherwise specified by the City. Supplies may include: • Mats, cots, blankets, or sleeping supplies; • Disposable bedding or washable linens; • Personal protective equipment, if needed; • First aid kit; • Intake forms or digital tracking tools; • Flashlights or emergency lighting; • Snacks, meals, and water; • Hygiene supplies; • Dry socks, ponchos, or clothing items, if available; • Cleaning supplies; • Trash bags and waste containers; • Signage; • Communication devices; and • Storage bins or carts. Laundry costs may be included in the operator’s budget, depending on the bedding model used. 12. Coordination and Communication The operator shall coordinate with City staff before, during, and after activations. Coordination may include: • Pre-season planning; • Activation confirmation; • Daily operational updates during activation periods; • Communication regarding capacity or turn -aways; • Incident notification; • Site issues or maintenance needs; • Outreach and referral coordination; • Post-activation debriefs; and • Monthly reporting. The City shall identify a primary program contact and backup contact for activation and operational coordination. 13. Data Collection and Reporting 13.1 Nightly Data For each activation night, the operator shall collect and maintain, at minimum: • Date of activation; • Activation type: County-triggered or City-directed; • Site used; • Operating hours; • Staffing pattern; • Number of participants served; • Number of unduplicated participants, if feasible; • Number of turn-aways or individuals unable to be accommodated due to capacity; • Basic service connections or referrals provided; • Major incidents; • 911, EMS, police, or fire calls; • Site issues; and • Notes on unusual conditions or operational challenges. 13.2 Monthly Reporting For each month in which the OWL Program is activated, the operator shall submit a monthly report to the City that includes: • Activation dates; • County-triggered nights versus City-directed nights; • Cumulative use of City-directed activation nights; • Site used; • Staffing pattern; • Total participant counts; • Estimated unduplicated participants, if feasible; • Bed-nights provided; • Average nightly occupancy; • Turn-aways or overflow demand; • Referrals or service connections; • Aggregated incident summaries; • 911, EMS, police, or fire calls; • Supplies used or needed; • Operational issues; • Recommendations for improvement; and • Any other information reasonably requested by the City. 13.3 Participant Confidentiality The operator shall maintain participant confidentiality and shall report data to the City in aggregate unless individual-level information is required for emergency response, legal compliance, or another purpose authorized by the City and applicable law. 14. Performance Expectations The operator shall be expected to: 1. Respond to activation notices within the timeframe established in the agreement; 2. Maintain minimum staffing levels unless otherwise approved by the City; 3. Operate the site safely and consistently with the approved framework; 4. Maintain a trauma-informed and participant-centered environment; 5. Restore the site to required condition after each activation; 6. Track participant counts, turn-aways, and incidents; 7. Submit timely monthly reports; 8. Communicate promptly with the City regarding major operational issues; and 9. Participate in post-season evaluation. 15. Budget and Compensation The City anticipates funding the OWL Program on a seasonal, capped, emergency -response basis. The operator’s budget may include: • Program coordination; • Overnight provider staffing; • On-call supervisory support; • Supplies; • Laundry; • Food or snacks; • Transportation of supplies; • Site costs, if applicable; • Insurance or administrative costs, if allowable; • Security or additional site support, if approved by the City; and • Other direct operating costs approved by the City. Payment structure may be based on a combination of fixed readiness costs, per -activation costs, reimbursable expenses, or another structure determined through procurement and contract negotiation. The operator shall not exceed the approved contract amount without prior written City authorization. 16. Term The program term shall cover the upcoming OWL season, as defined in the final agreement. The City may include options to extend the agreement, amend the activation framework, or modify the scope of work subject to funding availability, contractor performance, operational need, and applicable City approval requirements. 17. Insurance, Compliance, and Contract Requirements The operator shall comply with all applicable City contracting requirements, including but not limited to: • Insurance; • Indemnification; • Business tax or registration requirements, if applicable; • Background check requirements, if applicable; • Nondiscrimination requirements; • Confidentiality requirements; • Data reporting requirements; • Emergency procedures; • Facility use requirements; • Procurement requirements; and • Any other requirements included in the final agreement. 18. City Responsibilities The City shall be responsible for: • Determining activation nights; • Identifying the City project manager or program contact; • Reviewing and approving the operating plan; • Reviewing and approving the site arrangement; • Providing access to City-controlled facilities, if applicable; • Coordinating with internal City departments as needed; • Reviewing reports and invoices; • Providing policy direction on City-directed activations; • Determining whether security or additional site support is required; and • Evaluating the program after the season. 19. Post-Season Evaluation Following the season, the operator shall participate in a post -season evaluation with City staff. The evaluation may include review of: • Total activation nights; • County-triggered versus City-directed activations; • Total bed-nights; • Unduplicated participants served, if feasible; • Average nightly occupancy; • Turn-aways; • Demographic information, if collected and appropriate to report in aggregate; • Referrals or service connections; • Incidents; • 911, EMS, police, or fire calls; • Site suitability; • Staffing adequacy; • Cost per activation; • Cost per bed-night; • Participant and staff feedback, if available; • Lessons learned; and • Recommendations for future program design. 20. Optional RFP / Procurement Language If this will be used in a solicitation, you may also add the following section. Proposal Requirements Respondents should submit a proposal that includes: 1. Organizational experience providing homeless services, emergency shelter, warming/cooling center operations, crisis response, or comparable services; 2. Proposed staffing model; 3. Proposed activation response time; 4. Proposed facility arrangement, including whether the respondent proposes a City -provided facility, provider-provided facility, or both; 5. Site information, if proposing a provider -provided facility; 6. Description of participant intake and oversight procedures; 7. Approach to trauma-informed care and de-escalation; 8. Safety and incident response protocols; 9. Approach to supplies, food, laundry, and site restoration; 10. Data collection and reporting capacity; 11. Proposed budget by activation scenario or per -night cost; 12. Insurance and compliance capacity; 13. References for similar work; and 14. Any assumptions, exclusions, or requested City support. Criteria Considerations Relevant experience Experience with unsheltered residents, emergency shelter, warming/cooling centers, or crisis response Operational readiness Ability to activate on short notice and maintain minimum staffing Staffing model Strength of provider-led staffing, supervision, and backup support Site feasibility Safety, accessibility, capacity, location, and readiness of proposed site, if applicable Participant support approach Trauma-informed care, de-escalation, low- barrier access, and service connection Safety and risk management Incident protocols, emergency procedures, communication, and site oversight Reporting capacity Ability to track activations, participant counts, turn-aways, incidents, and referrals Cost reasonableness Alignment of proposed budget with scope, activation assumptions, and City funding limits Flexibility Ability to support both County-triggered and City-directed activations Overall value Best fit for City needs, budget, operational practicality, and life-safety goals