Heat Relief Supply Distribution Management

The City of Phoenix is seeking a qualified contractor to manage heat relief supply distribution through a Request for Proposal (RFP) GGS-26-0100 for Heat Relief Supply Distribution Management. The contract will cover storage, distribution, and performance tracking of heat relief supplies during summer months (May-September) for sites within the Maricopa Association of Governments Heat Relief Network (MAG HRN). The contractor will be responsible for receiving and securely storing approximately 1,000,000 single-use water bottles, 2,000 vacuum insulated sports water bottles, 10,000 drink mix packets, 2,000 wide-brim hats, cooling towels, sunscreen, and other heat relief items. Key deliverables include maintaining a climate-appropriate storage facility, conducting inventory checks, verifying shipments, submitting monthly reports, and coordinating equitable distribution with heat relief partner organizations. The solicitation was released on September 16, 2025, with a pre-offer conference scheduled for September 23, 2025, at 9:30am, and proposals due by October 15, 2025, at 2:00pm. The City will evaluate offers based on multiple criteria including supply storage management, distribution processes, performance tracking, compliance, innovation, organizational experience, and pricing, with a total possible score of 1,000 points.

The procurement includes specific Disadvantaged Business Enterprise (DBE) and small business participation requirements under the United States Department of Transportation's DBE program. Contractors must demonstrate good faith efforts to promote and foster participation of small businesses and DBE firms, including sending outreach letters and making reasonable efforts to utilize DBE business services. Insurance requirements include $2,000,000 in general liability coverage, $1,000,000 in automobile liability, and workers' compensation insurance. The contract is structured with a unit hourly rate for a Heat Relief Supply Distribution Manager, with an estimated 5,000 hours annually, and is intended to run for a five-year term beginning February 1, 2026. Contractors must provide monthly documentation of DBE and small business participation through the City's Certification and Compliance System and will be required to identify potential goods and services categories that can be purchased from small businesses and DBE-certified suppliers. The contract aims to ensure transparent and equitable distribution of heat relief supplies while supporting local and disadvantaged business participation.