Title
Heat Response Plan Information Request
Description
This report provides additional information regarding the 2025 Heat Response Plan in response to inquiries from City Council during the March 25, 2025, City Council Policy Session.
Report
Summary
On March 25, 2025, staff presented information to the City Council at the Policy Session regarding the 2025 update to the City of Phoenix Heat Response Plan, which outlines the programs and services designed to protect residents and visitors from heat-related illness, death, and other severe health consequences resulting from both indoor and outdoor heat exposure. Updates to this year’s plan included a change in location of the 24/7 heat respite and navigation center from Burton Barr Library to 20 W. Jackson Street and offering full library services during the extended hours at the Cholla, Harmon, and Yucca Library cooling centers.
During the meeting, Council members requested follow-up information specifically related to the budget, contract with Community Bridges, Inc., (CBI) and logistics at 20 W. Jackson Street. The following includes more detail to address these items.
Estimated Budget Need
The estimated cost for 2025 operations of the three libraries offering extended hours, the 24/7 location and other heat response activities is $4,944,000 for the period of May 1 through September 30. Further detail on the estimated budget need for 2025 operations is included as Attachment A.
2024 and 2025 Cost Comparison
The total amount spent for 2024 heat response operations was $3,809,644, funded through General Funds, American Rescue Plan Act (ARPA) funds, Maricopa County Department of Public Health, and the Arizona Department of Housing funds. The estimated cost for 2025 is $4,944,000, funded through ARPA, Opioid Settlement, and Maricopa County Department of Public Health funds. Additional costs include rent and utilities for the 24/7 site, an additional six weeks of overtime Police staffing costs given that it began in June for the 2024 season, additional CBI staffing and added library staff for full library services to be offered during extended hours.
The cost for CBI operations for Summer 2024 was $2,174,782. The 2025 estimated cost is $2,920,000. The increase is attributed to the number of staff needed, the need for CBI to provide janitorial and supplies, and the May 1 start date for Police security detail.
Contract with Community Bridges
Selection of Community Bridges, Inc.
On January 25, 2023, the City Council authorized awards for an Emergency Shelter/Heat Related Respite Operator and Supportive Services Qualified Vendor List (QVL) allowing for vendors from this procurement to be awarded future contracts for specific projects when opportunities become available. The QVL is in effect from February 1, 2023, through June 30, 2028. Seven vendors met the minimum requirements for the Emergency Shelter/Heat Related Respite Operator scope of work. CBI is a vendor on the Emergency Shelter/Heat Related Respite Operator and Supportive Services QVL.
On January 16, 2024, the Office of Homeless Solutions contacted all vendors on the QVL to solicit interest in contracting with the City to operate cooling and navigation site services for people experiencing homelessness and other community members seeking heat relief. Written responses were due January 29, 2024, and two responses were received. CBI was selected after consideration of budget proposal, their knowledge of the homeless services system in the Phoenix metropolitan area, network of partners, and crisis response experience.
The decision was made to continue using CBI as heat respite operator for the 2025 heat season for a number of reasons including building on knowledge and lessons learned during the 2024 season, avoiding a learning curve, their knowledge of the program and ability to quickly staff up as well as the network of resources available under the CBI umbrella.
Contract Term
The term of the contract with CBI is May 1, 2025, for a term of at least five, but no more than 14 months, as determined by the City Manager or designee in light of available funding and operational need. The end date of the contract was to allow ample time for administrative close-out for items such as billing, reconciling financial records, and data reporting. This avoids the administrative burden of having multiple short contract extensions to ensure finalization is complete. Staff plan on heat relief services to conclude on September 30, 2025, unless weather conditions necessitate an extension. In 2024, operations for the 24/7 heat respite site were extended for two weeks in October due to continued excessive heat.
As mentioned above, sufficient funding is available through September 30, 2025. Contingency funds are available if needed to extend as a result of continued extreme temperatures. Staff do not expect the need for their services once the 2025 heat season concludes. The Office of Homeless Solutions intends to re-solicit interest for a heat respite operator for Summer 2026.
Staffing Model
CBI will provide staff at each of the four sites to offer navigation services which include, but are not limited to supportive services, connecting people experiencing homelessness with housing resources, mental and behavioral health services, and other resources.
For the 24/7 site, a total of nine staff and four private security guards will be provided at any given time 24 hours a day, seven days a week at the 24/7 site. For the three library locations offering extended hours, CBI will provide two staff Monday through Friday from 5-10 p.m. and weekends from 1-10 p.m. The Phoenix Public Library will provide added security through the use of seasonal municipal guards.
CBI Contracts with the Office of Homeless Solutions
Currently the Office of Homeless Solutions has 10 contracts with CBI including outreach, emergency shelter, rapid rehousing and supportive services. Office of Homeless Solutions has allocated approximately $38 million in these contracts, with $21.5 million allocated for Fiscal Year 2024-25 as detailed in Attachment B. Some contracts included multi-year and multi-project funding.
20 W. Jackson Street
Lease Period
The lease for 20 W. Jackson Street will begin on April 14 to allow time for any improvements needed and preparation for the May 1 opening. The lease will end on September 30, 2025, and may be continued on a month-to-month basis if an extension of operations is warranted by extreme temperatures.
Logistics
The question of whether the building could be partitioned out to limit the use of utilities (i.e., air conditioning) was reviewed by the Public Works Department. It was determined that it is not an option to partition the space due to the open concept construction of the interior.
Authority to Arrest (ATA)
Staff was asked to replicate a process that the 19 North organization is using with security and Authorities to Arrest (ATA) for multiple properties in the Metrocenter area. The Office of Emergency Management is working with the Phoenix Police Downtown Operations Unit to verify current ATA that are on file and determine which are still needed. Additionally, they will work with property owners within a half mile radius of the site to educate and obtain an ATA if they desire. Further, a Code of Conduct will be posted on site that indicates participants are not to loiter in the surrounding area when not utilizing the 24/7 cooling center.
Department
Responsible Department
This item is submitted by Assistant City Managers Lori Bays and Inger Erickson, Deputy City Manager Gina Montes, the Fire Department and the Offices of Emergency Management, Heat Response and Mitigation, Homeless Solutions and Public Health.