Extreme Weather Warming Center

Purpose of Request for Proposal RFPThe City of Morgantown and Monongalia County (City and County) seek to contract with qualified providers for safe operation of an Extreme Weather Warming Center offering overnight stay(s) when winter temperatures and weather conditions reach levels that would endanger the lives of those who do not have adequate shelter. An alternative location of the Center can be suggested/recommended by the provider, but the City and County encourage that the provider work with Hazel’s House of Hope, located 20 Scott Avenue, Morgantown, WV, to align the existing services there and to limit duplication of services such as case workers, meals, etc. Maximum capacity for the Warming Center space will be determined based on the proposed location and fire code limits.BackgroundThe 24-25 winter season is expected to have fewer options for winter shelter capacity than in past winter seasons. The City and County are interested in creating and funding added winter shelter capacity. This includes the operation of an Extreme Weather Warming Center opened when temperatures reach certain thresholds. In the event of dangerously severe weather in the forecast, as defined by the Warming Center Activation Guidelines (see Exhibit 2), the City and County have committed to providing a nighttime low-barrier (as opposed to “no barrier”) shelter option for those without homes and for those that are either restricted or not comfortable utilizing other shelter options.The Extreme Weather Warming Center will be in addition to other existing emergency shelter options and is not intended to provide social services, however, it is anticipated that guests using the warming center space will have significant behavioral health needs. Additionally, the warming shelter is not expected to provide full nutritional or medical support, however, depending on the location of the shelter, some of these services may be needed or at minimum, a plan for how clients will get these services. If the provider works with Hazel’s House of Hope, then the existing feeding program provided through Salvation Army is an acceptable solution. The primary function of the Extreme Weather Warming Center is to serve as a life-saving intervention in the event of dangerous weather conditions. Operators may partner with social service providers to collaborate on support and outreach for overnight guests, but there is not a requirement to provide social services during the overnight stay. This RFP is intended to identify an operator with the capacity and expertise to operate a nighttime extreme weather warming center intervention.In the winter of 2023-2024 (November through March), an Extreme Weather Shelter was never needed during the season beyond existing shelter capacity– existing sheltering options were enough to meet the capacity needs. Historically, the expected duration of severe weather events ranges from two to seven nights per operational opening, however, it is possible that this can be a longer duration depending on the severity of the winter. The Extreme Weather Warming Center is expected only to be opened when temperatures are extreme and weather is inclement, despite logistical challenges presented to staff or volunteers. The Extreme Weather Warming Center might be asked to open over winter holidays if the weather conditions are met.If the successful applicant meets expectations during the 24-25 season, applicants may be invited to serve as the Extreme Weather Warming Center in subsequent seasons without a competitive bidding process.3.0Scope of WorkThe operator will offer staff and/or trained volunteers to operate the Extreme Weather Warming Center during the hours of operations for the duration of each Severe Weather event. The operator will offer an onsite manager to supervise the operation of the center. The site manager is the primary point of contact for public safety and emergency services and shall address day-to-day operational issues as they arise. The operator will also set-up and demobilize the site for each operational event, as well as daily tidying and storage of leftover items.Please see attached bid packet for more information.