Title
Clean Public Facility and School Improvement and Upgrades Program Award Recommendation (Ordinance S-48871)
Description
Request to authorize the City Manager, or his designee, to use Coronavirus Aid, Relief, and Economic Security Act Community Development Block Grant (CDBG-CV) and Community Development Block Grant (CDBG) funding to enter into an agreement with Washington Elementary School District for an amount not to exceed $4.5 million, and to take all necessary actions and execute all documents and agreements required by the U.S. Department of Housing and Urban Development (HUD). Further request to authorize the City Treasurer to accept and the City Controller to disburse all funds related to this item.
Report
Summary
The City of Phoenix received two rounds of CDBG-CV funding to help Phoenix residents, businesses, and neighborhoods prevent, prepare for, and respond to the COVID-19 pandemic. Since May 2020, the City Council has authorized the Neighborhood Services Department (NSD) to implement multiple programs by allocating the CDBG-CV funds towards support services and shelters for people experiencing homelessness, COVID-19 relief grant awards to microenterprise businesses, assistance to local non-profit organizations, and funding Owner Occupied Rehabilitation shelter-in-place services.
In December 2021, City Council approved allocating $2,307,685 in CDBG-CV funds to an open application process to fund COVID-19 facility improvements and upgrades. Eligible projects include facilities open to the public and serving low- and moderate-income individuals or families. Nonprofit organizations, schools or other public agencies were all considered eligible applicants.
NSD issued the COVID-19 Clean Public Facility and School Improvement and Upgrade Notice of Funding Opportunity (NSD-NOFO-22-005) on March 8 seeking applications from public facilities and schools with proposed projects that address the effects of the COVID-19 pandemic and mitigate the future spread of COVID-19 and other infectious diseases. Projects such as heating, ventilation, air conditioning (HVAC) systems, antimicrobial surfaces, and touchless fixtures for the purposes to reduce airborne transmission risks to prevent, prepare for, and respond to the COVID-19 pandemic were eligible proposals.
NSD staff reviewed applications for eligibility prior to being forwarded to the evaluation panel. The panel, which was comprised of City staff from multiple departments with facility project and grant funding expertise, evaluated applications (based on project description and need, feasibility and timeliness, and project budget) and came to a consensus on project ranking and award.
The evaluation panel convened on May 25, 2022, and scored the following application as the highest of the three eligible and responsive submittals:
- Washington Elementary School District’s HVAC system replacement and water filling station installations project - $4.5 million.
This project includes improvements at four district schools: Palo Verde Middle School, Ocotillo Elementary School, Roadrunner Elementary School, and Washington Elementary School.
NSD will exhaust the entire $2,307,685 of CDBG-CV funding allocation for this program and fund the remaining balance of the project with available prior and current year CDBG entitlement allocations.
Contract Term
The term for the Washington Elementary School District contract will begin on or about Aug. 1, 2022, and end on or about Sept. 30, 2023.
Financial Impact
This program is funded by HUD through the CARES Act and the Community Development Block Grant. There is no impact to the General Fund.
Concurrence/Previous Council Action
On May 6, 2020, City Council authorized a Substantial Amendment to the 2015-20 Consolidated Plan's 2019-20 Annual Action Plan to include the first release of allocations and waivers authorized by the CARES Act.
On Jan. 21, 2021, the Land Use and Livability Subcommittee recommended City Council approval of broad allocations of ESG-CV2 allocations to prevent, prepare for, and respond to the COVID-19 pandemic, focusing on individuals and families who are experiencing homelessness or receiving homeless assistance, and to support homelessness prevention activities to mitigate the impacts of COVID-19.
On Feb. 17, 2021, the City Council authorized a Substantial Amendment to the 2015-20 Consolidated Plan's 2019-20 Annual Action Plan to include the second release of allocations and waivers authorized by the CARES Act.
On Nov. 3, 2021, the Community and Cultural Investment Subcommittee recommended approval of the CARES Act Community Development Block Grant Reallocation by a 4 to 0 vote.
On Dec. 1, 2021, the City Council authorized an Amendment to the 2015-20 Consolidated Plan's 2019-20 Annual Action Plan to include the CDBG-CV reallocation and waivers authorized by the CARES Act.
Public Outreach
As part of the CARES Act, HUD approved an expedited public outreach process to allow flexibility to institute more streamlined requirements to address immediate needs relative to COVID-19. The HUD abbreviated process includes the following:
- The reduction of a 30-day public comment period and the implementation of a public comment period of no less than five days in an effort to expedite the Consolidated Plan Substantial Amendment process and allow the City to respond as quickly as possible to the immediate needs in the community; and
- The elimination of the in-person public hearings and the implementation of virtual public hearings when: National and/or local health authorities recommend social distancing and limiting public gatherings for public health reasons; and virtual hearings provide reasonable notification and access for citizens in accordance with Phoenix certifications, timely responses from local officials to all citizen questions and issues, and public access to all questions and responses.
Location
Washington Elementary School District:
- Palo Verde Middle School, 7502 N. 39th Ave.
- Ocotillo Elementary School, 3225 W. Ocotillo Road
- Roadrunner Elementary School, 7702 N. 39th Ave.
- Washington Elementary School, 8033 N. 27th Ave.
Council Districts: 4 and 5
Department
Responsible Department
This item is submitted by Deputy City Manager Alan Stephenson and the Neighborhood Services Department.