Title
Extend Contract for Heat Relief Equipment Rental (Ordinance S-47854)
Description
Request to authorize the City Manager, or his designee, to extend an agreement with Pro EM Operations, LLC (Pro EM) for the rental of heat relief equipment in support of the City’s Heat Relief Program through the end of September 2021. Further request authorization for the City Controller to disburse all funds related to this item. The value of the extension will not exceed $25,500, and funding is available through the American Rescue Plan Act.
Report
Summary
The City’s Heat Relief Program was developed to reduce the effects of extreme heat on vulnerable populations. Due to the COVID-19 pandemic, many City and community buildings continue to be closed, limiting the number of available heat respite locations. The Heat Relief Program begins when temperatures reach triple digits, operating usually mid-May through the end of September. As part of the Heat Relief Program, the Human Services Department (HSD) contracted with Pro EM for the rental of shade structures and cooling systems, and had the equipment placed at St. Vincent de Paul's Watkins Road facility. HSD received authorization to enter in to the agreement for six weeks under summer payment authority. This request is to extend the contract with Pro EM for the rental of heat respite equipment through Sept. 30, 2021, and to request authority to make payment in an amount not to exceed $25,500 for this extension.
Contract Term
The contract began on or about July 9, 2021, and, if extended, will end on Sept. 30, 2021. If not extended, the contract will terminate on Aug. 27, 2021.
Financial Impact
Expenditures are not to exceed $25,500 over the period of the extension. Funding is available through the City’s allocation of American Rescue Plan Act funding and is under the City’s Summer Heat Respite category. There is no impact to the General Fund.
Previous Council Action
On July 1, 2021, the City Council passed Ordinance S-47790, granting the City Controller summer payment authority for business operating expenditures through Aug. 24, 2021. Under this authority, the City Controller authorized HSD to rent the heat relief equipment for a period of six weeks.
Location
320 W. Watkins Road
Council District: 8
Department
Responsible Department
This item is submitted by Deputy City Manager Gina Montes and the Human Services Department.