Architectural Planning and Design Services for a Homeless Shelter

Location:	California
Posted:	Feb 27, 2025
Due:	Mar 31, 2025
Agency:	City of Elk Grove
Type of Government:	State & Local
Category:	C - Architect and Engineering Services - Construction
Publication URL:	To access bid details, please log in.

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Request for Proposals

for

ARCHITECTURAL PLANNING AND DESIGN SERVICES FOR A HOMELESS SHELTER

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by March 31, 2025 at 4:00pm PDT

CITY OF ELK GROVE – Request for Proposals

Architectural Planning and Design Services for a Homeless Shelter

INTRODUCTION

The City of Elk Grove (City) is accepting proposals from qualified architectural firms, teams, or consultants

(Proposers) with demonstrated experience in homeless shelter design to prepare a design from concept

through the site selection and schematic design (Project) in accordance with the included specifications,

terms, and conditions shown in this Request for Proposals (RFP). Prospective respondents are advised to

read this information over carefully prior to submitting a proposal.

One digital PDF copy must be submitted to the Office of the Clerk by March 31, 2025 at 4:00pm. Proposals

shall be submitted to the Office of the City Clerk at cityclerk@elkgrovecity.org, with a copy to Sarah

Bontrager at sbontrager@elkgrovecity.org. Submittals in PDF format must be fully ADA compliant. Large

files may be sent using a cloud-based system such as Dropbox. Proposer shall be responsible for ensuring

that proposals submitted electronically are received by the City Clerk prior to the deadline. Proposals that

are not received prior to the deadline shall not be considered by the City, even if the late submission is due

to a technical or other error, including, without limitation, the City’s inability to open or access the electronic

file. If the proposer does not receive confirmation form the City Clerk that the proposal has been received,

proposer should assume the transmission failed and either resubmit or arrange for another method of

delivery. Proposers are also encouraged to contact the City Clerk to confirm receipt of their proposal prior

to the deadline. Proposals shall not be accepted by fax.

QUESTIONS

Questions regarding this RFP are to be directed by email to Rosa Tapia, Senior Management Analyst, at

rtapia@elkgrovecity.org. Such contact shall be for clarification purposes only. The City will answer questions

on a rolling basis, generally weekly. The City must receive all questions no later than March 21, 2025, at

5:00pm. Material changes, if any, to the scope of services or proposal procedures shall only be transmitted

by written addendum and posted to the City website. Addendums and answers to submitted questions will

be available via the City of Elk Grove website under “Notice” for the RFP announcement.

BACKGROUND

The City has one of the lowest rates of homelessness in Sacramento County. Based on data collected from

the City’s Housing and Public Services Division, Police Department, and nonprofit service providers, staff

estimates that between 100 and 150 individuals experience homelessness on any given night. The 2024

Point-in-Time Count identified 83 unsheltered individuals living within the City limits.

Many individuals experiencing homelessness face barriers to accessing essential services such as medical

care, identification documents, and hygiene facilities. These challenges disproportionately impact their

health, safety, and ability to transition into stable housing. Following the COVID-19 pandemic and the

passage of Measure E local sales tax, the City took a more direct role in addressing homelessness by funding

the Enhanced Winter Sanctuary (EWS). Over six months, the EWS provided low-barrier shelter on a referral

basis and served 62 individuals, averaging 21 guests per night. A total of 3,811 bed nights were provided,

with an average stay of 72 days per guest.

The success of the EWS underscored the need for a more permanent, year-round shelter to better support

those experiencing homelessness in Elk Grove. In response, the City opened a year-round, low-barrier

shelter in November 2024. This shelter is currently operating at a temporary location through 2027, and

efforts are underway to identify a permanent site that will provide long-term stability and comprehensive

CITY OF ELK GROVE – Request for Proposals

Architectural Planning and Design Services for a Homeless Shelter

support for the community’s most vulnerable residents.

CITY’S VISION

The City envisions that the development of this Project will occur in four distinct but interrelated phases:

conceptual program development, site selection consultation, schematic design and development, and

plans and specifications. The City is committed to ongoing community engagement throughout the process

and will provide opportunities for residents and stakeholders to offer input, ask questions, and stay

informed as the Project develops. The City anticipates using a mix of local and state funding to support the

Project but may also consider federal funding if available.

In the conceptual phase, the City will collaborate with the selected Proposer and stakeholders to define the

Project’s framework, ensuring that it meets the specific needs of the community while aligning with the

intended outcomes. This phase focuses on establishing a solid foundation for the Project's design and site

selection criteria.

Following this, the City will enter the site selection phase, where the selected Proposer will provide support

in evaluating potential locations. This phase ensures that the chosen site is suitable for the Project’s

objectives and operational requirements, fully aligning with the vision established during the conceptual

phase. The City anticipates completing any necessary land/site acquisition at the conclusion of this phase.

In the schematic design development phase, the City will work with the selected Proposer and stakeholders

to refine the Project design, finalizing architectural and engineering details. This phase focuses on preparing

comprehensive schematic plans that align with the goals set forth in earlier phases.

In the final phase, the selected Proposer will complete a set of detailed, permit-ready construction

documents and technical specifications, such that the Project can move forward with an invitation to bid for

contractors.

The four phases are crucial in ensuring the Project’s success, sustainability, and long-term impact.

SCOPE OF WORK

The City is seeking proposals from qualified Proposers with demonstrated experience in homeless shelter

design as described herein.

Core Principles

Communication, Collaboration, and Community Engagement

The selected Proposer must be able to:

a. Participate in community outreach efforts across the City to provide information, address concerns,

and foster public understanding of the Project;

b. Assist the City in facilitating community meetings, workshops, or other forums to discuss design

elements that promote the core principles;

c. Collaborate effectively with City departments and stakeholders on issues related to management

and operations of the Project;

d. Collaborate with community organizations, nonprofits, and/or providers of homeless services to

ensure a successful homeless shelter design;

e. Ensure inclusive participation from residents, stakeholders, and individuals with a lived experience

of homelessness; and

CITY OF ELK GROVE – Request for Proposals

Architectural Planning and Design Services for a Homeless Shelter

f. Ensure there is effective communication with the City and its partners regarding operational

changes such as staffing, point of contact, and/or delays or interruptions affecting Project

operations.

Universal Design that Complies with ADA and CBC Requirements

Implement universal design principles that allow the shelter to be inclusive of all types of residents, including

those with mobility issues, sensory impairments, or mental health conditions. Ensure project designs

comply with Americans with Disabilities Act (ADA) and California Building Code (CBC) requirements,

including but not limited to, those applicable to public housing. This could involve one or more strategies,

such as providing private rooms, accessible laundry areas, and adaptable spaces for different needs.

Trauma-Informed Design

Design the shelter using trauma-informed principles, which focus on creating an environment that

promotes a sense of dignity, privacy, and both physical and emotional safety.

Energy Efficiency and Sustainability

Include sustainable design practices, such as those encouraged by Leadership in Energy and Environmental

Design (LEED) certification, to help minimize the environmental impact and reduce operational costs. This

includes energy-efficient lighting, insulation, and ventilation systems, as well as the use of renewable energy

sources like solar panels. The City is open to exploring a LEED rating for this facility, but may defer to simply

building to LEED standards and forgo commissioning/formal rating. The facility should strive for Tier 1

CalGreen and, to the extent possible, be an all-electric facility.

Low-Maintenance, High Quality Materials

Utilize durable, low-maintenance materials to enhance longevity and minimize long-term operating costs.

Requirements

Project Overview

The selected Proposer will facilitate the development of a new homeless shelter through four primary

phases: conceptual program development, site selection consultation, schematic design and development,

and plans and specifications. The selected Proposer will collaborate with City departments, stakeholders,

and community members to ensure the Project aligns with local needs and policy goals.

The City is committed to an inclusive, transparent process that integrates community input, sustainable

design principles, and operational feasibility into the final Project framework.

Project Development Team

The City expects the establishment of a Project Development Team (PDT), which will include project

management staff from the selected Proposer, as well as the City. Weekly or bi-weekly calls or meetings

should be established for the duration of the project effort. On occasion, the City will extend invitations to

the PDT meetings to other technical resources, including its engineering teams, staff from other City

projects, and other City partners. The focus of these meetings should be on ensuring progress on the scope

of work, identifying critical path work elements, identifying and resolving problems or issues, or other

technical items. PDT meetings may, depending on the schedule, be held either in person or via

Teams/Zoom. The selected Proposer shall be responsible for scheduling the meetings, preparing the

meeting agendas, meeting materials, and meeting minutes. Agendas shall be sent out a minimum of 24

CITY OF ELK GROVE – Request for Proposals

Architectural Planning and Design Services for a Homeless Shelter

hours in advance of the meeting and include any necessary supporting materials. Meeting minutes shall

be distributed no more than 72 hours following the meeting.

Community Engagement

The City desires the incorporation of public engagement at key times throughout the process. The most

critical phase is during the site selection process. It is expected that, at a minimum, the selected Proposer

will support the effort in developing a public engagement plan, graphics, text, materials, and, where aligning

with the planning and design charrettes/workshops, staffing support for the events. It is expected that the

engagement plan will include both in-person and remote participation opportunities.

Maintaining transparency, positive community relations, and building trust in the City’s decision-making

process is extremely important to the City. The City has experienced and dedicated public engagement staff

that would lead this process. The City expects that, at a minimum, the selected Proposer will support the

facilitation of community meetings, work closely with the City’s residents and stakeholders, and provide

supporting documentation such as graphics and text.

City Partnership

The City will provide a staff member as a primary point of contact to support with contract management,

coordination around community events, and for other opportunities for collaboration.

Phase 1: Conceptual Program Development

The conceptual program development phase will define the Project’s foundation, ensuring alignment with

the community’s needs and the City’s vision. The selected Proposer will be responsible for developing a

comprehensive project framework, incorporating best practices in shelter design and operations.

Key Tasks:

a. Project Framework Development

i. Conduct an in-depth needs assessment, including demographic analysis, service gaps, and

best practices in shelter design and operations.

ii. Develop an operational model that ensures efficient use of space, staffing requirements,

service provision, and compliance with applicable ADA and CBC requirements.

b. Stakeholder Engagement and Collaboration

i. Facilitate workshops, focus groups, and public meetings to gather input from residents,

service providers, and individuals who have experienced homelessness.

ii. Engage with City departments, community organizations, and nonprofits to integrate their

expertise and align expectations.

iii. Prepare engagement summaries and adjust conceptual plans based on feedback received.

c. Preliminary Design Development

i. Create conceptual Project program(s) incorporating universal and trauma-informed design

principles. Ensure designs comply with applicable ADA and CBC requirements.

ii. Develop preliminary site programming, including sleeping areas, service delivery spaces,

and community spaces.

iii. Provide initial cost estimates.

d. Sustainability and Feasibility Analysis

i. Identify sustainability goals and potential LEED certification pathways.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

type	name(s)	due date	notice	details	posted
RFP	Architectural Planning and Design Services for a Homeless Shelter	Prior to 4:00 p.m. on 3/31/2025		View	2/27/2025

Architectural Planning and Design Services for a Homeless Shelter

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