Arizona_Faith_Network__Method_of_Approach__Methodology___BPM006479_.pdf

METHOD OF APPROACH (METHODOLOGY)

5.2.1.2.1 Arizona’s sweltering heat poses a severe risk to vulnerable populations, particularly during summer, when temperatures can reach dangerous levels. In collaboration with the Arizona Department of Health Services (ADHS), Arizona Faith Network (AFN) is dedicated to addressing this urgent public health need by establishing and operating two cooling centers within the Governmental Mall, providing critical relief for those most impacted by extreme temperatures.

Under ADHS guidance, these centers—located at 1818 W Adams St. and 1601 W Jefferson St. in Phoenix—will serve as essential, safe spaces, offering heat relief services, seven days a week from 8:00 a.m. to 8:00 p.m., between May 1 and October 15. By working in partnership with ADHS, AFN is equipped to ensure that these centers meet immediate cooling needs and offer a supportive, inclusive environment for heat relief and connection to resources. If awarded, this partnership will allow us to extend vital resources and services, including connections to wrap-around social services, mobile healthcare providers, utility assistance, and other necessary supports, making these centers a comprehensive resource for Arizona’s heat-vulnerable populations.

AFN is dedicated to providing trained staff and volunteers to operate all partnered heat relief sites effectively. Each AFN-operated site is consistently staffed by two trained individuals: a Site Lead and Site Assistant(s). These team members are responsible for coordinating activities, maintaining cleanliness, monitoring supplies, and maintaining ongoing communication with AFN Community Resilience Managers.

Together, they uphold AFN's core values of inclusivity, community support, and safety, creating a welcoming and secure environment for community members seeking assistance at our centers.

AFN's staff and volunteers undergo comprehensive training, equipping them to respond effectively to emergencies and meet community-specific needs. This training includes expertise in mental health crisis intervention, de-escalation techniques, and naloxone administration for opioid overdoses. In addition to crisis response, team members are well-versed in local support processes to ensure visitors receive the help and resources they need. Our model includes flexibility to adapt to the unique needs of each location, with a half-time, on-call staff member available to provide additional support during peak times or in emergencies. This on-call team member is fully trained and briefed on on-site protocols to ensure seamless operational continuity. All team members report to AFN’s full-time Community Resilience Manager who oversees the full Heat Relief Program for our organization and reports directly to the Executive Director.

Staffing will be finalized by April 30, 2025, with active operations running from May 1 through October 15, 2025, seven days a week. Each day, team members arrive 30 minutes before opening and stay 30 minutes after closing to manage the setup and takedown of supplies and visitor areas. Daily setup includes preparing hydration stations and seating, while end-of-day tasks focus on cleaning and securing the centers to maintain a consistent, safe environment. This well-structured approach ensures that AFN, in partnership with ADHS, can meet the diverse needs of Arizona's vulnerable communities throughout the extreme heat season.

5.2.1.2.1.1 Hiring Practices AFN will strictly adhere to Arizona State Law in its hiring practices, implementing a comprehensive approach to ensure compliance and integrity when staffing each cooling center (4.1). Recruitment efforts

Arizona Faith Network, Method of Approach (Methodology), BPM006479, 1 will prioritize inclusivity and non-discrimination, focusing on individuals with relevant experience in health and social services. AFN’s hiring protocols ensure that all staff members possess the necessary qualifications and are committed to serving vulnerable populations with professionalism and sensitivity.

Training and Orientation AFN will provide extensive training and orientation for all employees and volunteers assigned to the cooling centers (4.2). This training will cover mental health crisis intervention, de-escalation techniques, naloxone administration for opioid overdoses, and local procedures for addressing community-specific needs. Through this orientation, staff will be equipped to uphold a safe, inclusive, and non-proselytizing environment for all guests. The training program is scheduled for completion by April 2025, ensuring that all team members are fully prepared for the May 1, 2025, start of operations.

Certificate of Liability Insurance (COI) In accordance with ADHS requirements, AFN will submit a current and valid Certificate of Liability Insurance (COI) before the start of the contract and will maintain continuous coverage throughout the contract’s duration (4.3). AFN acknowledges that a purchase order will not be issued without the COI on file and is prepared to meet this requirement by April 2025 to support the timely commencement of services.

Budget Requests and Amendments AFN is committed to maintaining transparency and alignment with ADHS guidelines for any budget adjustments (4.4). Should funds need to be transferred between line items exceeding twenty-five percent (25%) of the total annual budget or allocated to a non-funded line item, AFN will submit a formal request to ADHS. This will involve a revised budget and a contract amendment, as required by ADHS Procurement, to document and approve any budgetary changes.

5.2.1.2.1.2 To meet the Solicitation Requirements outlined in RFP No. BPM006479, Arizona Faith Network (AFN), has developed the following operational plan for staffing, data collection, safety, and reporting for cooling center operation in partnership with the Arizona Department of Health Services (ADHS). Relative numbers, as outlined in Tasks, Sections Five (5) of the Scope of Work, are included in parentheses.

AFN will ensure each cooling center is staffed by a well-trained team to support safe and effective operations (5.1). All staff members will undergo training in critical areas such as crisis intervention and emergency response, including naloxone administration for opioid overdoses, mental health crisis intervention, de-escalation techniques, and procedures for accessing local resources. The AFN Community Resilience Manager will lead this training before the commencement of center operations.

At each location, AFN will always provide up to three staff members on-site to maintain continuity and security (5.2). This includes one lead staff member and two assistants, with specific assignments as follows: at the 1818 W Adams location, one Heat Respite Site Lead (HRSL) and one Heat Respite Site Assistant (HRSA) will be stationed (5.2.1.1); at the 1801 W Madison location, one HRSA will manage daily activities, offer visitor support, and ensure a safe environment (5.2.1.2). The HRSL will be available to float between both locations as necessary to address site-specific needs, particularly during peak times or unique circumstances, ensuring flexible, comprehensive coverage across centers.

Additionally, AFN will budget for an on-call, half-time staff member to support peak periods or emergencies, enhancing operational flexibility (5.3). This individual will be trained and briefed on protocols, ensuring seamless integration into daily center operations when needed.

Each day, AFN staff arrives 30 minutes before opening and remains 30 minutes after closing to handle setup and takedown activities (5.4). Morning preparations include organizing hydration stations, arranging seating, and conducting cleanliness checks, while end-of-day procedures involve securing the center, restocking supplies, and completing sanitation protocols.

Upon arrival, visitors will be checked in and screened for heat-related illness and other basic needs (5.5).

Staff will assess any symptoms and refer individuals to wraparound services as appropriate, ensuring visitors receive timely support and information about additional resources. In cases where a visitor requires immediate medical attention—such as when experiencing unconsciousness, seizures, difficulty breathing, or ineffective cooling measures—staff are trained to call 911 promptly (5.6) to secure necessary emergency assistance.

AFN staff will communicate openly with ADHS’s designated contact to report maintenance or safety concerns promptly (5.7). This proactive communication helps ensure that centers remain safe and fully operational, allowing for quick resolution of any emerging issues.

AFN will supply all essential items to support the centers, including water, electrolyte-rich beverages, snacks, and disinfecting wipes, to meet ADHS standards and visitor needs (5.8). Staff will monitor and restock supplies as needed, maintaining a well-prepared environment that ensures visitor safety and comfort.

In compliance with data collection requirements, visitor information will be recorded through a Google Form accessible to ADHS for real-time monitoring and reporting (5.9). Data collected will include the location of the visit (5.9.1.1), reason for visiting (5.9.1.2), previous attendance at the center (5.9.1.3), gender (5.9.1.4), age range (5.9.1.5), symptoms of heat illness (5.9.1.6), veteran status (5.9.1.7), source of referral to the center (5.9.1.8), method of arrival (5.9.1.9), and travel distance to the center (5.9.1.10).

The data also includes places visitors frequent to stay cool during summer, such as malls, community centers, friends or family houses, shelters, restaurants/stores, light rail, government buildings, faith communities, or other specified locations (5.9.1.11).

To align with ADHS’s expectations, AFN will participate in a scheduled orientation call to discuss program objectives and deliverables and address questions before service begins (5.10), ensuring alignment on all operational goals.

Monthly Contractor Expenditure Reports (CERs) will be submitted with detailed documentation, including receipts, to support expenses for any purchases claimed for reimbursement (5.11). This ensures transparency and accountability for all incurred costs.

AFN will also submit weekly reports with daily headcount data (5.12.1) and additional data as requested by ADHS, following the required format and cadence (5.12.2). This structured plan allows AFN’s cooling centers to meet all ADHS requirements, maintaining a safe and welcoming environment for Arizona’s vulnerable populations during the heat season.