• Mobilization and Site Activation: Ability to mobilize and open an acute weather shelter site promptly upon notification from the City, with flexibility to expand to two additional sites if needed. o The City will provide official temperature thresholds that trigger activation for cold, warm and severe weather events. o Additionally, the City will issue guidelines for other natural disaster-related activations (e.g., severe storms, flooding) as needed. Respondents should describe their readiness to quickly activate services based on City directives and thresholds. o The family overflow shelter will operate continuously from December 1, 2025 through March 31, 2026. The single men’s overflow shelter will be activated on an as-needed basis, guided by a temperature threshold model. Respondents must specify in their proposal whether they are applying to operate both shelters or only one of the two. Based on need, there might be a need to operate a third facility. • Site Location Input: The City is exploring providing a City-owned site or working in partnership with other entities to identify an appropriate location for operations. Respondents are asked to offer input on the ideal characteristics, potential locations, and logistical needs for a to- bedetermined site. Organizations should describe site requirements necessary to successfully manage shelter operations (e.g., size, amenities, transportation access, proximity to needy populations). • Staffing and Management: Provision of trained full-time and part-time staff to manage shelter operations across all activated sites, including intake, safety monitoring, client services, and site administration. • Logistical Support: Responsible for procuring, managing inventory, and distributing supplies such as food, water, bedding, hygiene products, and other critical items necessary for shelter operations. • Safety and Security: Implement safety protocols for clients and staff, including basic health screenings, security measures, and emergency response procedures. • Medical Care and Response: Shelter operations should include basic health and wellness monitoring for guests (such as wellness checks, or infectious disease protocols, and basic first aid support). While emergency medical services (EMS) will remain available via 911, respondents should describe their proposed approach for: o Identifying and responding to non-emergency medical needs, o Managing minor medical incidents onsite, o Referring guests to appropriate care as needed, o Training staff in basic first aid and CPR. Partnerships with local healthcare providers or volunteer organizations to support onsite care (where feasible) are encouraged. • Coordination and Communication: Regular communication with City partners and other emergency response agencies to align operations, report on capacity and needs, and adapt services as conditions change. • Transportation Support (as needed): Coordinate with city partners to provide transportation services for individuals seeking shelter if necessary. • Cultural Competence and Accessibility: Provision of services that are trauma-informed, culturally competent, and accessible to all populations, including individuals with disabilities and non-English speakers. • Volunteer coordination - Lead Agency will be responsible for recruiting, training, scheduling, and supporting volunteers to assist with shelter operations, ensuring their contributions are integrated effectively and safely into daily activities. • Contract management - Lead Agency will manage agreements with subcontractors, service providers, or vendors as needed to support shelter operations, ensuring compliance with City requirements, timely reporting, and accountability for deliverables. • Donation management - Lead Agency will oversee the receipt, organization, and distribution of in-kind donations such as food, clothing, and hygiene supplies, while maintaining systems that ensure equitable access for shelter guests.
