Winter_Shelter_Site_Request_for_Information.pdf

Winter Shelter Site Request for Information

REQUEST FOR INFORMATION

Friday, March 31, 2023

City of Pasadena Housing Department Friday, March 31, 2023

REQUEST FOR INFORMATION (RFI)

INTRODUCTION

Summary

Pasadena's winter shelter is a low-barrier to entry, hypothermia prevention program which addresses the temporary, emergency shelter needs of people experiencing homelessness during the winter months in which inclement weather is more frequent, generally December through March. The winter shelter is open at least one day each week during the season and is also activated under certain cold weather, rain and wind conditions.

This RFI seeks to gather information from property owners, landlords, non-profit and community-based organizations, including faith-based organizations, which are interested in renting out their site(s) to be used as a winter shelter location during the 2023-2024 winter season (est. December 1, 2023 through

March 31, 2024). The location will be used as a temporary congregate shelter and compensation will be provided.

Background

Pasadena's winter shelter has not been in operation for the last three years due to the COVID-19 pandemic and lack of a qualified location. During this time, the city has funded weather-activated motel vouchers for the purpose of hypothermia prevention among residents experiencing homelessness.

The winter shelter activates when the overnight temperature is predicted to fall below 40 degrees, there is more than a 40% chance of rain, or winds are predicted to exceed 40 miles per hour. As a low-barrier shelter, there are no service participation or sobriety requirements, and overnight guests are allowed entry as long as they follow the shelter rules. During the 2019-2020 season, the shelter was open for 50 nights total across four months. On the busiest night of the season, 55 people were served, and a total of 208 unduplicated people were served throughout the season. That particular year had unusually low

Friday, March 31, 2023 participation and a more typical year sees closer to 80-90 people on the busiest night. Attendance typically starts low and increases as the season goes on.

Contact Information

Questions shall be in written format and be submitted ONLY via e-mail

General and/or technical questions:

Housing Department

Diana Trejo, Program Coordinator I

(626) 744-8306 dtrejo@cityofpasadena.net

Diana Trejo

Program Coordinator I

Email: dtrejo@cityofpasadena.net

Phone: (626) 744-8306

Department:

Housing Department

Timeline

Release Project Date March 31, 2023

Question Submission Deadline April 24, 2023, 5:00pm

Proposal Submission Deadline April 30, 2023, 11:59pm

SCOPE OF RFI

PURPOSE

Responses provided to this RFI will be reviewed by the city, which may lead to further investigation and inquiry. This RFI should not be misinterpreted as an official offer to enter into a contractual agreement.

The city is issuing this RFI for informational and planning purposes. This RFI does not constitute a competitive solicitation or a promise to issue a competitive solicitation in the future.

WINTER SHELTER PROGRAM OVERVIEW

The Pasadena winter shelter program operates to protect individuals from rain and cold weather to avoid conditions such as hypothermia, pneumonia, and other conditions caused by cold temperatures during the months of December through March each year. The winter shelter will serve single adults of all genders only. Families with minor children will be served with different emergency shelter resources, mainly motel vouchers.

mailto:dtrejo@cityofpasadena.net tel:(626)744-8306

Friday, March 31, 2023

This program operates to protect individuals from rain and cold weather to avoid conditions such as hypothermia, pneumonia, and other conditions caused by cold temperatures.

The winter shelter is typically open at least one day each week regardless of weather and is also activated when at least one of the following weather conditions are met:

1. Cold: Weather forecast predicts a nighttime low temperature at or below 40 degrees.

2. Rain: Weather forecast predicts at least a 40% chance of rain.

3. Wind: Weather forecast predicts winds of 40 mph or higher.

Information regarding shelter activation is normally made available online, through a toll-free hotline, and is distributed to local homeless services providers.

The winter shelter hours of operation are typically from 8:00 p.m. to 8:00 a.m. with lineup beginning on-site at 7:00 p.m. The shelter operator will provide overnight staff who will be on site at all times when the shelter is open, including security. Staff typically consist of local homeless service providers who have existing relationships with many of the overnight guests. While there are no service participation or sobriety requirements, violence, weapons and alcohol or drug use are not permitted on site.

Volunteer groups prepare dinner in an on-site kitchen, or cater meals for guests, and assist program staff with set-up. Cots, linens and other program supplies will be stored on site during the months the shelter is open. The shelter will follow all local Public Health Department and CDC guidance for congregate shelter operations.

ROTATING SHELTER MODEL

The city is open to considering a rotating shelter model during the 2023-2024 winter season should multiple sites be available. A schedule would be created at the beginning of the season and the shelter would then rotate between all participating locations during the months of operation. Any interested host site would need to commit their space between 1-4 months.

Depending on availability, the city is also interested in sites that could be available for shelter operations for 24 hours.

24-HOUR OPERATIONS

Depending on availability, the city is also interested in sites that could be available for shelter operations for 24 hours.

SITE REQUIREMENTS

• Location must be available for use in the evenings between December 1, 2023 through March

31, 2024.

• Working utilities (i.e. electricity, running hot and cold water, etc.)

• Properly working heating, ventilation, and air conditioning (HVAC) system

• Americans with Disability Act (ADA) accessible space

Friday, March 31, 2023

• On-site bathroom facilities with separate bathroom for men and women or gender neutral bathrooms

• Large room(s) to be used a sleeping and eating spaces

• On-site storage space equivalent to a medium sized room

• Fire alarm system

• Evidence of site control

• A valid certificate of occupancy

• Operational kitchen to prepare basic meals is preferred but not required

RFI INSTRUCTIONS

The information obtained from this RFI process may contribute to, and be used for, the guidance of a formal solicitation. The City is interested in identifying whether Contractors responding to this RFI are ultimately willing to respond to a formal solicitation, and potentially provide a system that can immediately accomplish the above tasks. Contractors are welcome to schedule a meeting with the

Department of Finance, Purchasing Division for coordination of a presentation. THERE WILL BE NO

CONTRACT AWARDED AS A RESULT OF THIS RFI PROCESS. This RFI is a public solicitation of information designed to assist the City in determining an optimal solution and procurement strategy.

No payment shall be made to individuals, contractors, suppliers, or manufacturers that represent for information and solutions provided in response to this RFI.

RFI QUESTIONS

SITE INFORMATION*

Please provide the full address and name of the proposed site.

*Response required

CONTACT INFORMATION*

Please provide the full name, email address and phone number for the representative with decision making authority for the site.

*Response required

SITE SQUARE FOOTAGE*

What is the square footage of the proposed space(s) the shelter will be set up in?

*Response required

BUILDING TYPE*

What type of building is the site?

Examples: Church, auditorium, commercial, residential, hotel/motel

Friday, March 31, 2023

*Response required

SITE AVAILABILITY*

• What is the earliest date the site is available?

• How long would the site be available for use?

• Please specifiy if the site is available overnight only, 24 hours, and/or other potential scheduling conflicts.

*Response required

RENT*

How much rent would be charged to utilize the space (i.e. nightly rate or full-day)?

*Response required

MULTI-YEAR USE*

Would the site be available for multi-year use? The city is interested in learning if sites are available for 2 or more winter seasons.

☐ Yes

☐ Negotiable

☐ No

*Response required

AVAILABLE SPACE*

Please describe the types of space available for the following:

• Sleeping area(s) (i.e. one single room, multiple rooms, etc)

• Communal dining area(s)

• Storage of cots and supplies

*Response required

COMMERCIAL KITCHEN*

Does the site have a commercial kitchen that can be used for cooking?

☐ Yes

☐ No

*Response required

Friday, March 31, 2023

CAPITAL IMPROVEMENTS*

Does the proposed site require capital improvements? If so, please describe.

*Response required

SHOWERS*

Are showers available on site for use by overnight guests?

☐ Yes

☐ No

*Response required

ADDITIONAL INFORMATION

Please add any other pertinent details or comments below.

ATTACHMENTS

Please attach any additional information you believe is relevant to this RFI

PUBLIC TRANSPORTATION*

• What is the site's proximity to the nearest public transportation service (e.g., bus, train, light rail)?

• Would the site be able to accomodate a pick-up/drop-off service?

*Response required