Title
Authorization to Enter into Contract with Vision Building Rentals, LLC (Ordinance S-50943)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Vision Building Rentals, LLC, to provide temporary shelter structure and associated equipment rental and installation for individuals experiencing homelessness within the City of Phoenix. The total contract amount will not exceed $2.5 million. Further request authorization for the City Controller to disburse all funds related to this item for the life of the contract. Funds are available from the City’s allocation of American Rescue Plan Act (ARPA) funds and General Funds, contingent upon annual budget approval.
Report
Summary
The Office of Homeless Solutions (OHS) seeks to enter into a contract with Vision Building Rentals to rent various equipment, including a temporary shelter structure to provide congregate shelter for up to 100 individuals experiencing homelessness at the City's 71st Avenue Navigation Center while the permanent shelter structure and larger portion of the site continues to be developed. This temporary structure will allow the City to offer respite, sleeping quarters, and services for individuals experiencing homelessness. OHS will be renting a temporary shelter structure, and other supporting items such as generators, heating/ventilation/air conditioning (HVAC) equipment, equipment for the protection of life and safety, and restroom and shower trailers from Vision Building Rentals. Vision Building Rentals will also be responsible for the installation of the structure and some ongoing systems maintenance.
Individuals experiencing homelessness represent the demographic group with the highest rate of heat-associated deaths in Maricopa County. According to the Maricopa County Department of Public Health, people experiencing homelessness accounted for 291 (45 percent) of the 645 heat-associated deaths reported for 2023. Summer 2023 was the hottest summer ever recorded for Phoenix and featured the hottest month on record for any major city in the United States. The number of heat-associated deaths has increased dramatically in recent years, as has the rise in unsheltered homelessness; fewer than 10 heat-associated deaths among unsheltered people were recorded in 2014 and 2015 compared to more than 130 in each year since 2020.
To rapidly provide these individuals with shelter and support services, OHS is planning to rent and erect a temporary shelter structure. The City's intent is to have the temporary structure open during the summer 2024 in order to shelter a minimum of 100 people experiencing homelessness during the summer months, thus reducing heat related deaths for this vulnerable population, and to align with the closure of other temporary lodging locations for persons experiencing homelessness. To meet this timeline, it is necessary to contract with Vision Building Rentals, who have expressed to the City their ability to meet this goal and quick deadline.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of a Determination Memo citing a time restriction and a threat to public health, welfare, and safety. Due to the complexities surrounding the various equipment needed for this potentially life-saving project, Vision Building Rentals was the only vendor able to meet the City's needs: 1) Vision Building Rentals can deliver equipment rapidly, 2) None of the City's contracted vendors offer temporary structures in the size that was needed and able to provide a immediate, turnkey structure to offer potentially life-saving shelter. Vision Building Rentals is a one-stop shop for all equipment the City needed to support efforts to erect a climate-appropriate and sanitary shelter in a timely manner to address the deadly summer heat and align with the closure of other temporary lodging facilities. Vision Building Rentals has a reputation of having the ability to accelerate the erection of temporary homeless shelters and navigation centers while providing all necessary components such as office space, air conditioning, lighting, bathrooms, and showers.
Staff reviewed the existing QVL, RFQu-23-OHS-80 for Temporary Modular Housing to research whether any of the vendors could accommodate the project needs; however, these were all geared toward modular housing, tiny homes, and individual units utilized for transitional or non-congregate shelter. Other vendors were also researched and evaluated, however, they did not meet the needs of the project. Accordingly, this procurement is authorized per Phoenix City Code § 43-11(D) and 2 CFR 200.320(c).
Contract Term
The term of the contract will begin on or about June 1, 2024, and run through March 31, 2025.
Financial Impact
The total value of this contract shall not exceed $2.5 million. Funding is available through the City's ARPA allocation and General Funds, contingent upon annual budget approval.
Location
11 S. 71 Ave.
Council District: 7
Department
Responsible Department
This item is submitted by Deputy City Manager Gina Montes and the Human Services Department.