Pasadena Winter Shelter Operator

The City of Pasadena is seeking a Winter Shelter Operator to implement a low-barrier hypothermia prevention program for individuals experiencing homelessness during the winter months. The procurement is for an emergency overnight shelter program that will operate from December 1, 2023, through March 31, 2024, with the capacity to serve 50-70 guests each evening when weather conditions trigger activation (temperatures below 40 degrees, 40% chance of rain, or winds exceeding 40 mph). Eligible proposers must be non-profit organizations with experience in congregate emergency shelter services, capable of providing comprehensive shelter operations including case management, transportation, urgent physical need support, and on-site security. The evaluation criteria include agency experience (20 points), program design (30 points), service delivery and staffing (15 points), budget and resource plan (25 points), program readiness (5 points), and local Pasadena business preference (5 points). A mandatory pre-proposal meeting is scheduled for July 13, 2023, at 1:00 pm via Zoom, with proposals due by 3:00 pm on Monday, August 21, 2023. The selected operator must participate in the Homeless Management Information System (HMIS), provide meals, ensure on-site staffing, and follow trauma-informed and harm reduction principles.

The procurement is open to non-profit organizations, with no specific set-aside designations mentioned in the documentation. Proposers must demonstrate expertise in grant administration, financial management, and service delivery for vulnerable populations, with the ability to incorporate individuals with lived experience of homelessness. Funding for the winter shelter program may be provided through Los Angeles County Measure H and City General Funds, with the initial contract term set for three years and potential for two optional one-year extensions subject to City Manager approval. While no incumbent vendor is explicitly identified, the RFP allows for 10% administrative costs and requires detailed budget justification. The total budget and specific award value are not explicitly stated, but proposers must provide a comprehensive budget and resource plan that covers essential services including staff, security, utilities, and operational expenses. The program emphasizes inclusivity, requiring organizations to ensure privacy, respect, and safety for all participants regardless of gender identity, sexual orientation, race, or ethnicity.