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2017-02-15 Grant Committee Agenda PacketCalifornia Public Records Act ("PRA"): In compliance with the PRA, the documents pertaining to agenda items, including attachments, which are presented to the Vernon CommUNITY Fund Grant Committee in open session are available for public inspection. They may be inspected during regular business hours in the City Clerk's Office at Vernon City Hall, 4305 Santa Fe Avenue, Vernon, California 90058, and on the City's website at www.citvofvemon.or2. No prior appointment is required. Americans with Disabilities Act ("ADA"): In compliance with the ADA, if you need special assistance to participate in a meeting, please contact the City Clerk's Office at (323) 583-8811. Notification of at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service. C Agenda Regular Vernon CommUNITY Fund Grant Committee Meeting FunCt February 15, 2017, 10:00 a.m. ,�'1� Mems BL151'�ss Council Chamber q2� City Hall, 4305 Santa Fe Avenue Vernon, California 90058 Juliet Goff, Chairperson Michael Gavina, Vice Chairperson Julia Juarez, Committee Member Leticia Lopez, Committee Member Sandra Villarreal, Committee Member Steve Veres, Committee Member Rafael Gonzalez, Committee Member CALL TO ORDER & FLAG SALUTE CHANGES TO THE AGENDA PUBLIC COMMENT - At this time the public is encouraged to address the Grant Committee on any matter that is within the subject matter jurisdiction of the Grant Committee. The public will also be given a chance to comment on matters which are on the posted agenda during deliberation on those specific matters. GRANT AWARDING 1. Award of Fiscal Year 2016/2017 Docket III Vernon CommUNITY Fund Grants. Recommendation: A. Find that the award of the grants proposed in this staff report is exempt under the California Environmental Quality Act ("CEQA") because it is a government fiscal activity that will not result in direct or indirect physical changes in the environment, and therefore does not constitute a "project" as defined by CEQA Guidelines section 15378. And even if such action were a "project," Regular Vernon CommUNITY Fund Grant Committee Meeting February 15, 2017 it would be exempt from CEQA review in accordance with Section 15061(b)(3), the general rule that CEQA only applies to projects that may have an effect on the environment. B. Award Fiscal Year 2016/2017 Docket III grants totaling $155,000 to the six applicants identified below at the amounts recommended: Recommendation: A. Find that the approvals related to the Vernon CommUNITY Fund Scholarship Program referenced in this staff report are exempt from California Environmental Quality Act ("CEQA") review, because each are continuing administrative activities that will not result in direct or indirect physical changes in the environment, and therefore do not constitute a "project" as defined by CEQA Guidelines section 15378; and B. Approve and authorize a fund allocation from the Vernon CommUNITY Fund in an amount no greater than $200,000 to award scholarships to eligible applicants — $100,000 for each of FY 2017/2018 and FY 2018/2019 — which sum would be drawn from the direct service grant fund allotment and would include administrative costs directly associated with the management of the Scholarship Program. Monetary allotment for the Scholarship Program would be contingent upon City Council's approval to allocate funds to the Vernon CommUNITY Fund in the upcoming years; and C. Approve the definition of "eligible applicants" to be dependents of Vernon residents and/or dependents of employees of Vernon businesses; and Page 2 of 3 Original Amount Amount Proposed Applicant Requested Recommended Term Future Scholars of Bell $50,000 $5,000 1 year LA Community Garden Council $100,000 $40,000 1 year Proyecto Pastoral at Dolores Mission $40,000 $35,000 1 year Southern California Golf Association $10,000 $10,000 1 year South Central Los Angeles Regional Center $247,746 $30,000 1 year YMCA Metro LA (for SE Rio Vista) $75,000 $35,000 1 year NEW BUSINESS . omnonents 2. Apnrova o .e ect ramewor .. of the Vernon CommUNITY Fund Scholarship Program. Recommendation: A. Find that the approvals related to the Vernon CommUNITY Fund Scholarship Program referenced in this staff report are exempt from California Environmental Quality Act ("CEQA") review, because each are continuing administrative activities that will not result in direct or indirect physical changes in the environment, and therefore do not constitute a "project" as defined by CEQA Guidelines section 15378; and B. Approve and authorize a fund allocation from the Vernon CommUNITY Fund in an amount no greater than $200,000 to award scholarships to eligible applicants — $100,000 for each of FY 2017/2018 and FY 2018/2019 — which sum would be drawn from the direct service grant fund allotment and would include administrative costs directly associated with the management of the Scholarship Program. Monetary allotment for the Scholarship Program would be contingent upon City Council's approval to allocate funds to the Vernon CommUNITY Fund in the upcoming years; and C. Approve the definition of "eligible applicants" to be dependents of Vernon residents and/or dependents of employees of Vernon businesses; and Page 2 of 3 Regular Vernon CommUNITY Fund Grant Committee Meeting February 15, 2017 D. Approve and authorize City staff to work jointly with Jemmott Rollins Group to initiate a Request for Proposals process to ascertain interest and qualifications of non-profit organizations to manage the Vernon CommUNITY Fund Scholarship Program. ORAL REPORTS 3. Brief reports on activities, other brief announcements, and directives to staff. 4. Next regular meeting: May 17, 2017 ADJOURNMENT I hereby certify under penalty of perjury under the laws of the State of California, that the foregoing agenda was posted on the bulletin board at the main entrance of the City of Vernon City Hall, located at 4305 Santa Fe Avenue, Vernon, California, and on the City's website, not less than 15 days prior to the meeting set forth on this agenda. Dated this 9th day of February 2017. LIM Maria E. Ayala, Secretary Page 3 of 3 STAFF REPORT CITY ADMINISTRATION DATE: February 15, 2017 RECEIVED FEB 0 9 2017 CITY CLERK'S OFFICE TO: Honorable Members of the Vernon CommUNITY Fund Grant Committee FROM: Carlos R. Fandino, Jr., City Administrator � Originator: Diana Figueroa, Administrative Analyst' RE: Award of Fiscal Year 2016/2017 Docket III Vernon CommUNITY Fund Grants Recommendation A. Find that the award of the grants proposed in this staff report is exempt under the California Environmental Quality Act ("CEQA") because it is a government fiscal activity that will not result in direct or indirect physical changes in the environment, and therefore does not constitute a "project" as defined by CEQA Guidelines section 15378. And even if such action were a "project," it would be exempt from CEQA review in accordance with Section 15061(b)(3), the general rule that CEQA only applies to projects that may have an effect on the environment. B. Award Fiscal Year 2016/2017 Docket III grants totaling $155,000 to the six applicants identified below at the amounts recommended: Page 1 of 4 Original Amount Amount Proposed Applicant Requested Recommended Term Future Scholars of Bell $50,000 $5,000 1 year LA Community Garden Council $100,000 $40,000 1 year Proyecto Pastoral at Dolores Mission $40,000 $35,000 1 year Southern California Golf Association $10,000 $10,000 1 year South Central Los Angeles Regional Center $247,746 $30,000 1 year YMCA Metro LA (for SE Rio Vista) $75,000 $35,000 1 year Page 1 of 4 Background As one of the key elements of the City's good governance reforms, the City Council created the Vernon CommUNITY Fund ("VCF") to provide grants to charitable and governmental entities for projects and programs that benefit those residing and working in Vernon. Given the exclusively industrial nature of Vernon, the City Council determined that the VCF was in the best interest of the City and its residents, businesses, and workers. On September 1, 2013, the City retained the services of Jemmott Rollins Group, Inc. ("JRG") to provide consultation, guidance, research and specialized administrative support services to the City Administrator and City staff related to the VCF. JRG has extensive experience in non-profit grant -making and grants management and specialized knowledge of ethics and principles governing the grant -making process. On February 4, 2014, the City Council adopted Ordinance No. 1218 to establish the Vernon CommUNITY Fund Grant Committee ("Grant Committee") and provide the basic guidelines and operational procedures for said Committee and its officers, including those related to the allocation of funds and the processes for reviewing and ranking applications and awarding grants. Fiscal Year 2016/2017 Funding Pursuant to Vernon Municipal Code Section 2.164, the City Council appropriated $1,000,000 to the VCF for fiscal year 2016-2017. The Grant Committee is required to allocate funds in accordance with the following formula: 1) No less than 25% of funds available in any fiscal year shall be awarded to proposals to expend funds on capital projects with a projected useful life of 10 years or more, or otherwise reserve such funds for such projects to be awarded in the future. 2) The remainder of available funds in any fiscal year may be awarded to proposals to expend funds on direct services. No single grant of this type shall be in an amount less than $5,000 or more than $250,000. a) The Grant Committee may award multi-year grants. For such grants, all funds necessary to fund the entire grant must be available to the Committee in the year of the award. The total amount of any grant may not exceed $250,000, regardless of the number of years over which the grant funds are to be spent. The Grant Committee shall reserve sufficient funds to ensure that the grant can be fully funded without the appropriation of additional City funds in future years. Additionally, at the Grant Committee meeting held on June 14th, 2016 it was decided that an amount of $40,000 that was not being awarded during the last docket of the 2015/2016 fiscal year would roll over and be reallocated in the 2016/2017 fiscal year. In consideration of the minimum required set aside for capital projects, and the rollover amount noted above, the total maximum amount of grant funds available for award to proposals for direct services during Fiscal Year 2016/2017 is $790,000. As such, JRG and City staff recommend the Grant Committee award approximately $197,500 in grants for direct services at each of four quarterly meetings proposed to occur this fiscal year, including this meeting. This Page 2 of 4 will assure the availability of resources throughout the year and a level playing field for applicants. Criteria for Ranking Grant Proposals Pursuant to Vernon Municipal Code Section 2.166, no grant shall be awarded unless doing so serves a municipal purpose of the City, and the Executive Director and Grant Committee must rank all proposals from eligible applicants using the following factors: 1) The extent to which the funds will promote the health, safety, and welfare of persons residing or working within the Vernon Area. 2) The benefit anticipated to accrue to the Vernon Area. 3) The extent to which the public will appreciate that the benefits of the proposed actions were a direct result of the funding provided by the City of Vernon. 4) Evidence that the funds will be used by an organization with sufficient capacity to do the work, and will be used effectively and without inefficiencies, waste or fraud. 5) For proposals for capital projects, the ability and commitment to fund the maintenance and repair of the project over the long term. FY 2016/2017 Docket III Grant Applications Docket III and 2016/2017 year to date information is summarized in the Grant Review Committee Transmittal Report attached hereto as Attachment 1. As previously indicated, the third grant docket for the VCF contains six applications for review, deliberation, and award by the Grant Committee. All applicants meet the eligibility requirements set forth in Section 2.165 of the Vernon Municipal Code and all applications were thoroughly vetted by JRG and City staff using the aforementioned ranking criteria. Based on the application criteria, JRG's due diligence findings, and the amount of funding available, the total amount of grant funding recommended for Fiscal Year 2016/2017 Docket III is $155,000. JRG staff has prepared a written summary for each grant application describing its merits and potential risks, which is attached hereto as Attachment 2. These materials and recommendations are to be used only as guiding documents for the Grant Committee's deliberation. The Grant Committee is expected to debate the content of each application at its February 15, 2017 meeting. The full applications are publicly available and can be accessed at the City Clerk's Office at Vernon City Hall, or via the City's website www.CitvofVernon.ora wherein Docket III grant applicant information is posted online in "Public Meetings" under the "Vernon CommUNITY Fund Grant Committee (VCFGC)" link. Grant Agreement Upon award of grants by the Grant Committee, each grant recipient shall be required to execute a Grant Agreement in substantially the same form as attached hereto as Attachment 3. The Grant Page 3 of 4 Agreement sets forth the terms and conditions of the grant, including the amount and purpose(s) of the grant, written reporting requirements, the return of any unused portion, and requirements respecting the use of the VCF logo. Fiscal Impact The Fiscal Year 2016/2017 Docket III total recommended grant award amount of $155,000 is included in the 2016/2017 City Budget and is within the recommended quarterly allocation of approximately $197,500 for this fiscal year. Attachment(s) 1. Grant Review Committee Transmittal Report 2. FY 2016/2017 Docket III Grant Application Summaries 3. Form Grant Agreement Page 4 of 4 Attachment 1 Grant Review Committee Transmittal Report Grant Review Committee Transmittal Report February 2017 Current Cycle, rinrket III FY16-17 Total $ Amount of Grant Requests Total Grant Budget — Current Cycle Total # Recommended Grants Average Recommended Grant Amount 5ijmrrmary of Ror_nmmended Grants ORGANIZATION REQUESTED AMOUNT Future Scholars of Bell $50,000 LA Community Garden $100,000 Council Proyecto Pastoral at Dolores Mission Southern California Golf Association South Central Los Angeles Regional Center YMCA Metro LA (for SE Rio Vista) TOTAL RECOMMENDED AMOUNT DAna o%% V�������ea�s Business $572,746/1 year $240,500 6 $25,833.33 RECOMMENDED COMMUNITIES SERVED AMOUNT $5,000 Bell $40,000 Boyle Heights, Unincorporated East LA $40,000 $35,000 $10,000 $10,000 $247,746 $30,000 Boyle Heights, Unincorporated East LA Bell, Commerce, Huntington Park Bell, Huntington Park, Maywood, Vernon $75,000 $35,000 Bell, Boyle Heights, Commerce, Huntington Park, Maywood, Unincorporated East LA, Vernon $155,000 1 Comments/Observations • Three of the six proposals are previous grantees • This cohort includes the second ever VCF grant for environmental issues/environmental health • Five of six proposed grants focus on youth programs • Three of the six proposed grants focus on the southern part of the VCF area Year to Date FY16-17: Docket I, II Total $ Amount of Grant Requests $530,000 / 1 year Total Grant Amount $352,000 Total # Grants Recommended 8 Average Recommended Grant Amount $44,000 Application Pipeline (As of January 2017) Number of Applications Awaiting Review 4 Total $ Amount of Grant Requests $244,996 Projections Total Grants Awarded — Dockets I, II, III 14 Total $ Amount of Grants — Dockets I, II, 111 $507,000 Attachment 2 FY 2016/2017 Docket III Grant Application Summaries �a GRANT RECOMMENDATION FORM General Applicant Information Applicant Organization: I Future Scholars of Bell/Bell High School Type of Organization: I Community-based (school) Annual Budget: J$110,000 Amount Requested: I $50,000 Type of support General Operating requested: �/ Project/Program Brief Narrative description of the organization II Year Founded No. of Board Members: Recommended Amount: I $5,000 2013 The Mission of the Future Scholars of Bell is to provide scholarships to four year colleges or universities for Bell High School Seniors and Vernon residents (high school seniors) who show financial need, have overcome significant personal obstacles, and have demonstrated the characteristics necessary to succeed in higher education. The FSB Scholarship Program looks at the overall student, not only their grades. The program wants above average individuals who demonstrate significant, sometimes hidden potential, passion for a subject area or talent, and a strong desire to better themselves. Organizational strengths: --Several noteworthy entities form this collaboration: Bell High School, Interwest Consulting Group, local business in the City of Bell, and Bell High School --The organization has facilitated student placements in internships within the Engineering Department at the City of Bell --The organization has been able to raise funds from a diverse group of funders, including the Juntos Podemos Foundation via the Mexican Consulate 9 Proposal Details Specific population(s) targeted by grant request (if applicable) Age Range: Youth (15 - 20) Family Type: n/a Gender: All Military Status: n/a Race/Ethnicity: Latino Economic Status: Low -Income Sexual Orientation: All Other (specify): Description of the proposal to which funds would apply (if no particular project is specified, please note General Operating Support in this area) This collaborative project funds scholarships for eligible students who attend Bell High School or who are residents of the City of Vernon. All grant funds would fund scholarships. The goal of the project is to provide 40 - 50 scholarships in the near term, with a total of 200 scholarships over the next 5 years. Funds would be provided directly to students, upon receiving proof of college acceptance and registration. Scholarships average approximately $1,000 per student. With the recommended Cost/Benefit: amount, 5 students could receive scholarships with VCF funding. Beneficiaries and/or Higher education and post -high school training are one of the key predictors potential impact on the of increasing incomes for working-class families. Providing scholarships is non-profit/governmental one way to support access to educational opportunities that could increase landscape: incomes. Staff Analysis Documents reviewed _Audit/IRS Form 990 (dated: / Organizational Budget 4 Proposal Budget How does the proposal align with the goals of the Fund? This proposal fits within the priority that focuses on youth program and youth opportunity. Eligibility: Invest in workforce development, particularly for young people ages 14 — 24. Goals: To promote positive social development of children, youth, families and senior residents in Vernon and surrounding areas. What previous projects has the applicant successfully implemented? This scholarship program has awarded $70,000 through 45 scholarships, since inception in 2013. Additional Comments (e.g., challenges in implementation; plans for VCF recognition; media opportunities Challenges: The primary challenge is that the need is much greater than the scholarship funding that is available. X Funding Recommendation _ Yes Fund this proposal? I Recommended Amount: I $5,000 No Suggested revision(s) to proposal/fund amount, if applicable: A grant of $5,000 is being recommended to fund this project. This is a worthy cause and a strong collaborative partnership. Since VCF is in the process of developing a potential scholarship program, it is appropriate to make a grant of this size to this organization. Staff reviewer: i Anne -Marie Jones Signed: Date: 01 / 25 / 2017 General Applicant Information r_3 r� GRANT RECOMMENDATION FORM Applicant Organization: I Los Angeles Community Garden Council Type of Organization: I Community-based (Community Service) I I Year Founded: 11998 NAnnual Budget: I $443,000 I No. of Board Members: 18 Amount Requested: I $100,000 I I Recommended Amount: I $40,000 Type of support �. General Operating requested:_ Project/Program Brief Narrative description of the organization The stated mission of the Los Angeles Community Garden Council is to strengthen communities by building new and supporting existing community gardens where every person in Los Angeles County can grow healthy food in their neighborhood. The Council was a fully volunteer -run organization until 2013, when their first paid employee was hired. Their focus is on two large categories of work: the management of the business functions for each of its member gardens, including leasing, property taxes, fundraising, accounting and insurance, and gardening advice, workshops and technical assistance to more than 125 gardens in the Los Angeles area to help ensure community garden sustainability around the region. The organization serves over 6,000 families through their gardens. The Council operates three community gardens in the Vernon Community Fund area, with an established satellite office in East Los Angeles. Organizational strengths: -Garden/community-garden expertise among Board and staff -Corporate partnerships with entities such as Lowe's, which include product donation and volunteer labor for garden projects -Community partnerships with organizations such as LA Conservation Corps -Support for gardens from local elected officials, such as County Supervisor Hilda Solis -Some revenues are generated from membership/plot fees lil l Proposal Details Specific population(s) targeted by grant request (if applicable) Age Range: Adult and Seniors Family Type: All Gender: All Military Status: All Race/Ethnicity: All Economic Status: All Sexual Orientation: All Other (specify): Description of the proposal to which funds would apply (if no particular project is specified, please note General Operating Support in this area) General Operating Support Using the family as the unit of analysis, a grant to the Council would be $400/family Cost/Benefit: investment, which helps each of those families improve their health with fresh food, as well as reduce their monthly grocery bill. Beneficiaries and/or Urban greening, economic independence for families, and food deserts/food potential impact on the swamps have been identified by County agencies as important issues in non-profit/governmental Unincorporated East Los Angeles and Boyle Heights. This organization is landscape: able to positively impact those issues. Staff Analysis Documents reviewed ✓ Audit/IRS Form 990 (dated: 12 / 31 / 2015 ) Y/ Organizational Budget Proposal Budget How does the proposal align with the goals of the Fund? Priorities With its focus on urban agriculture and fresh food for families, this proposal aligns with two of the three VCF priorities: Eligibility Criteria Alignment -Promote the health, safety and welfare of persons residing or working within the designated geographic areas. VCF Goals Alignment -To strengthen and support non-profit organizations that benefit residents and neighborhoods. -To improve the built environment of Vernon and nearby communities. What previous projects has the applicant successfully implemented? The Council has worked with community groups, local officials, county agencies (including detention facilities), and individual schools to establish gardens throughout the greater Los Angeles area. The volunteer teachers are Master Gardeners and are able to work with individuals, families, leaders and other stakeholders at at each garden site to ensure appropriate levels of engagement that make the projects viable. They worked with local leaders to establish garden sites in the Vernon Community Fund area: Belvedere Park, Mott Street Urban Farm, and Eastmont Community Garden. Additional Comments (e.g., challenges in implementation; plans for VCF recognition; media opportunities Challenges: The primary challenge faced by the organization is locating affordable land on which to plant gardens, and increasing fundraising to support garden expansion. VCF Recognition: There are opportunities to raise awareness of VCF support through regular digital newsletters and signage at each of the gardens. Funding Recommendation Fund this proposal? 101- Funding 01 Yes M Recommended Amount: 1$40,000 Suggested revision(s) to proposal/fund amount, if applicable: Staff reviewer: I Anne -Marie Jones Signed: Date: 01 / 25 / 2017 = e~'4on Cov'%'o GRANT RECOMMENDATION FORM General Applicant Information Applicant Organization: I Proyecto Pastoral at Dolores Mission Type of Organization: I Community-based (community service) I Year Founded: 11977 Annual Budget: I $4,205,228 I I No. of Board Members: 112 Amount Requested: I $40,000 I Recommended Amount: I $35,000 Type of support. General Operating requested: Project/Program Brief Narrative description of the organization Proyecto Pastoral is a 501(c)(3) non-profit and non-sectarian organization founded in 1986 to address the need for greater civic engagement, improved responses to violence in communities and to promote opportunities and equity for residents of Boyle Heights. Its mission is to empower the community through grassroots projects in education, leadership and service. The organization is recognized as one of the most effective in Los Angeles County by elected officials, thought leaders, peer organizations and funders. Proyecto Pastoral received a federal planning grant and subsequently formed a collaborative of 22 partner organizations, a Bank of America Neighborhood Builders Award and recognition from the California Community Foundation as a top performing non-profit organization. Organizational strengths: Proyecto Pastoral is led by a twelve member Board of Directors and a recognized community leader, Cynthia Sanchez. In 2016, Ms. Sanchez received the LA Business Journal's Award for Excellence in Non -Profit Leadership. As evidence of the organization's strength, Proyecto Pastoral engages key collaboratives and funder -led initiatives to implement work in Boyle Heights. It also leveraged more than one million non-federal dollars and developed model community schools at Roosevelt High and Hollenbeck Middle Schools. Further evidence of organizational strength is found in its partnership with First 5 LA Best Start East LA to increase parent involvement in education. Its financial statements indicate organizational capacity to sustain programs during times when funding dips. Proposal Details Specific population(s) targeted by grant request (if applicable) Age Range: 6-18 years Family Type: All Gender: All Military Status: N/A Race/Ethnicity: All Sexual Orientation: Any Economic Status: Low -Middle Income Other (specify): Description of the proposal to which funds would apply (if no particular project is specified, please note General Operating Support in this area) General Operating A grant of $35,000 equates to approximately $58 per individual for the Cost/Benefit: estimated 600 IMPACTO project participants. Beneficiaries and/or Approximately 5,000 community residents in the Vernon area will benefit from potential impact on the programs provided by Proyecto Pastoral. non-profit/governmental landscape: X Staff Analysis Documents reviewed ✓ Audit/IRS Form 990 (dated V Organizational Budget V Proposal Budget How does the proposal align with the goals of the Fund? The proposal to receive a $40,000 grant from VCF aligns with our goals in several ways. The funding will enable the organization to serve 5,000 community residents. Specifically, the funds align in supporting early childhood education at Proyecto Pastoral's two early education centers, where parents learn to advocate for services needed for their families to thrive. The IMPACTO project supports after school programs for 280 youths from grades K-12 and a sports program that serves 600 youths at the Pico Aliso Recreation Center. The grant, if approved, would continue support to Guadalupe Women's Center, an emergency shelter for homeless women and men. Core operating support, unlike project support, What previous projects has the applicant successfully implemented? Proyecto Pastoral received a core operating grant from the VCF in 2015 and their final report demonstrates effective management of those funds and continued progress toward achieving their mission. Data supporting their progress includes a positive change in graduation rates at Mendez Learning Center: the 2016 graduation rates of 96% represented a 34% increase over rates in 2011, and in one academic year the acceptance rate for seniors at four-year universities increased by 4%. The organization also achieved notable progress in providing services to homeless seniors. While only 36% of residents transitioned to emergency, transitional or permanent housing, 20 residents participated in skill development/job training programs, offering more hope for moving from homelessness to permanent housing. It should also be noted that the successful community based organizations Homeboy Industries and InnerCity Struggle (a VCF grantee) began as projects of Proyecto Pastoral. Additional Comments (e.g., challenges in implementation; plans for VCF recognition; media opportunities Proyecto Pastoral is challenged to address vacancies in staffing caused by transitions - often by staff moving to better paying and higher levels of responsibility in other organizations or retirement. The organization has successfully filled the position of Director of Development. In addition, the organization is participating in implementing a very rigorous evaluation model, Efforts to Outcomes or ETO. This level of data collection and analysis challenges the organization to collect reliable, consistent data that informs achievement of outcomes. Documentation, reporting, staff training to use the tools all represent challenges. Proyecto Pastoral recognizes the Vernon CommUNITY Fund in its annual report, program brochures and on its website. Funding Recommendation Fund this proposal? ON Yes [Me Recommended Amount: I $35,000 Suggested revision(s) to proposal/fund amount, if applicable: Staff reviewer: I Fran Jemmott Signed: Date: 1 / 23 / 2017 C GRANT RECOMMENDATION FORM General Applicant Information Applicant Organization: I SCGA Foundation Type of Organization: I Community-based (Community Service) I I Year Founded: 11983 Annual Budget: 1$1,456,000 1 No. of Board Members: 112 Amount Requested: I $10,000 I Recommended Amount: 1$10,000 Type of support General Operating requested: ! ✓ Project/Program Brief Narrative description of the organization Th mission of the organization is to "engage underserved youth in the lifelong benefits of golf so that they can achieve their dreams and potential. SCGA Junior works to fulfill its mission by achieving the following goals: 1) creating affordable access to golf for all youth, 2) teaching smart decision-making skills both on and off the course, and 3) developing a culture of healthy lifestyles." In 2008, the SCGA Junior program became a more pro -active program serving youth all over Southern California, and increased its efforts on including youth from under served communities. Organizational strengths: -Diverse and stable funding streams, including SCGA support for administrative costs and development expenses, which allows all moneys raised to be allocated for youth -serving programs. - Well-connected advisory board and board of directors - Large, passionate, individual membership base across Southern California of approximately 150,000 people at 1,200 unique clubs. Proposal Details Specific population(s) targeted by grant request (if applicable) Age Range: Children&Youth (0 - 14) Adolescents (15-17) Family Type: n/a Gender: All Military Status: n/a Race/Ethnicity: Latino Sexual Orientation: n/a Economic Status: Low-income Other (specify): Description of the proposal to which funds would apply (if no particular project is specified, please note General Operating Support in this area) SCGA Junior is proposing to double its program in the Southeast Los Angeles area and serve 100 young people in their 5 -week long workshops, which are offered year round. Students who participate in the program are provided with uniforms, all required equipment, and access to golf courses at multiple locations around the city, in addition to their home instruction site. They will also be welcome to attend additional golf clinics, skills classes, special events, and if they remain in SCGA programs, the opportunity to compete for scholarships for higher education. With this grant request, SCGA Junior is seeking funding to expand their ability to serve more students in Vernon Community Fund area, with specific focus on schools and organizations in Bell, Commerce, and Huntington Park. Funds will pay for additional equipment and part-time instructors. $10,000/100 participants = Each student will be able to participate in a 5 Cost/Benefit: week course for $100. Beneficiaries and/or SCGA Junior has a focus on making the sport of golf more inclusive and accessible to all potential impact on the young people, regardless of race, gender, or economic status. The organization is non-profit/governmental committed to assuring that all youth experience the benefit and lifelong advantages of the sport, which range from promoting healthy lifestyle and fitness, to building relationships landscape: with business, political, and cultural leaders in the region. X Staff Analysis Documents reviewed ✓ Audit/IRS Form 990 (dated: 11 / 16 / 15 v Organizational Budget V Proposal Budget How does the proposal align with the goals of the Fund? Priorities: This proposal falls within the youth programming priority for the VCF. Alignment with eligibility: -Promote the health, safety and welfare of persons residing or working within the designated geographic areas -Garner appreciation from the public and recognize the contribution from the City of Vernon Alignment with goals: -To promote positive social development of children, youth, families and senior residents in Vernon and surrounding areas What previous projects has the applicant successfully implemented? The organization has grown rapidly over several years, expanding the number of employees from one full-time to eleven full-time and seven part-time people. In the last two years, it has established youth programs at four additional golf courses and serves approximately 700 young people. Instruction and coaching occurs at each of the sites, which are located throughout the region, including South Los Angeles. SCGA Junior has the capacity to successfully implement this project that will serve children and youth from the Vernon Community Fund area. Additional Comments (e.g., challenges in implementation; plans for VCF recognition; media opportunities Challenges: The lack of familiarity of the sport might be challenging in recruiting additional participants, but the removal of the most likely barriers (cost, equipment, transportation, and the relatively low organizational profile in the community) are addressed in the design of the program and in the partnerships that are being established with local organizations. VCF Recognition: Specifics will need to be further developed, but there is opportunity to potentially place logo/marketing materials on uniforms and equipment, as well as recognition as a youth program sponsor in larger events and on their website. X Funding Recommendation Yes Fund this proposal? ( Recommended Amount: I $10,000 No Suggested revision(s) to proposal/fund amount, if applicable: Staff reviewer: I Anne -Marie Jones Signed: Date: 01 / 25 / 2017 GRANT RECOMMENDATION FORM r'non cornvo General Applicant information Applicant Organization: I South Central Los Angeles Regional Center Type of Organization: I Community-based (Health/Human Services) I I Year Founded: 11974 Annual Budget: I $407,663,153 I No. of Board Members: I10 Amount Requested: I $247,746 I Recommended Amount: I $30,000 Type of support V. General Operating requested: f Project/Program Brief Narrative description of the organization Established in 1974 in response to Developmental Services legislation, South Central Los Angeles Regional Center (SCLARC) is one of 21 regional centers operating throughout California which contracts with the State Department of Developmental Services to coordinate and provide services to individuals who may be suffering from developmental deficiencies. SCLARC states that they are dedicated to the provision of "assessment, diagnosis, intake, information, referrals, advocacy, prevention services, and lifelong case management support" for the developmentally disabled and those with special needs. Organizational strengths: SCLARC is a highly respected member of California's network of Regional Developmental Disabilities Center guided by recognized community leaders and a dedicated staff. The organization offers a comprehensive set of services including screening, referral, clinical and community support for individuals who are differently-abled, their families and caregivers. SCLARC has attracted a broad base of public support outside of government that includes service organizations such as Autism Speaks, and foundations, including Ahmanson and First 5 LA. Currently their efforts focus on providing services within the Vernon communities to create efficiencies for families and savings on transportation costs. SCLARC conducts outreach to families whose children were exposed to toxins related to the Exide factory. Proposal Details Specific population(s) targeted by grant request (if applicable) Age Range: All Family Type: All Gender: All Military Status: N/A Race/Ethnicity: All Sexual Orientation: Any Economic Status: Low - Middle Income Other (specify): Developmentally Disabled/Special Needs Description of the proposal to which funds would apply (if no particular project is specified, please note General Operating Support in this area) With granted funds, SCLARC intends to increase available parent education and early developmental screening services in the Vernon area through continued partnerships with child care facilities and a concerted effort to secure space to rent in or near Vernon. Approximate cost of $300 per child for screening and referral of 140 young Cost/Benefit: people. Beneficiaries and/or Screening and referrals for 140 children and education for their parents has a potential impact on the cost benefit ratio of less than $300 per case; early diagnosis of children non-profit/governmental potentially saves government, schools and families incalculable resources. landscape: X Staff Analysis Documents reviewed Audit/IRS Form 990 (dated V Organizational Budget Proposal Budget How does the proposal align with the goals of the Fund? Improving the quality of life and facilitating full integration of families with children with disabling conditions aligns with the goals of VCF to contribute to the health and well-being of all members of the communities. What previous projects has the applicant successfully implemented? SCLARC received a general operating grant from Vernon Community Fund and reported success in reaching hundreds of families in the Vernon area for education, referral, etc. The organization believes it could reach more families and screen more children if it had access to a consistent space in one of our communities in which to schedule services and programs. The organization operated under the belief that VCF funds could not be used to pay rent, thus they sought spaces on a pro bono basis. Staff encouraged SCLARC to seek out partners among the VCF granteess and develop space sharing agreements paying rent and assuring more consistent access to their services. An increase in outreach and non -duplicated services to families is expected if this grant is approved. Additional Comments (e.g., challenges in implementation; plans for VCF recognition; media opportunities 1 Funding Recommendation _ Yes Fund this proposal? I No Recommended Amount: I $30,000 Suggested revision(s) to proposal/fund amount, if applicable: The recommended amount of $30,000 is suggested to be provided as General Operating funds instead of the project funding initially requested by the applicant. Staff reviewer: Signed: Date: if Orvn L0'1.1'. General Applicant Information Applicant Organization: I YMCA of Metropolitan Los Angeles Type of Organization Annual Budget: Community-based $4,213,326 Amount Requested: I $75,000 Type of support V General Operating requested: Project/Program Brief Narrative description of the organization GRANT RECOMMENDATION FORM Year Founded: 11882 No. of Board Members: 168 Recommended Amount: I $35,000 Established and well-known, YMCA operates approximately 12 community centers in the Los Angeles area. YMCA Metropolitan Los Angeles is a network of these sites and includes Weingart East Los Angeles YMCA and the Southeast Rio Vista YMCA within the VCF catchment area. This grant would be earmarked for the Southeast Rio Vista YMCA serving Bell, Boyle Heights, Commerce, Huntington Park and Maywood. Organizational strengths: Southeast Rio Vista YMCA exhibits many strengths as demonstrated by site visits, review of documents and discussion with leaders at the Metro YMCA. The branch enjoys the support of many local businesses and civic leaders, is a center of the community and is responsive to the needs of its diverse residents. It is led by Patricia Renteria, a veteran of YMCA programs, who has served on the staff of Metro YMCA and Montebello YMCA. She represents the YMCA on national affinity organizations and brings her deep knowledge of community and culture to her work. As evidence of this YMCA's ability to meet community needs, a new program of financial education and literacy led to the establishment of a credit union partnership and an ATM will soon be installed inside the YMCA. Proposal Details Specific population(s) targeted by grant request (if applicable) Age Range: All Family Type: All Gender: All Military Status: N/A Race/Ethnicity: All Sexual Orientation: Any Economic Status: All Other (specify): Description of the proposal to which funds would apply (if no particular project is specified, please note General Operating Support in this area) General operating support The $35,000 general operating grant would support 200 non -duplicated Cost/Benefit: residents of the VCF area at a cost of approximately $175 per individual. Beneficiaries and/or Beneficiaries include youth, adults and seniors who participate in water safety, health and potential impact on the nutrition programs, sports and other recreation. The YMCA reports up to 8,000 visitors non-profit/governmental and members last year and the programs offered have an evaluation component. The data indicates that participants make healthier food choices, young children are ready for landscape: kindergarten learning and other benefits. 1101 Staff Analysis Documents reviewed ✓ Audit/IRS Form 990 (dated Organizational Budget Proposal Budget How does the proposal align with the goals of the Fund? The Vernon CommUNITY Fund promotes the physical, emotional and social well-being of residents and is especially concerned with low-income residents and their quality of life. The YMCA goals, programs and outcomes demonstrate alignment with the goals of VCF. What previous projects has the applicant successfully implemented? The YMCA completed a grant awarded in 2014 for $35,000. The YMCA continued to grow and accept new members and add new programs, including a senior wellness partnership with White Memorial Hospital and a financial literacy education program with a local credit union. The organization reports a 42% growth in membership at this one branch compared to a 22% overall growth rate for the combined Metro YMCA's. List any forseeable challenges that the applicant may encounter in the implementation of this proposal or in general: The YMCA will be challenged to sustain membership growth in an area with lower income levels. Because no one is turned away if unable to pay, the fundraising challenges are higher in communities served by the Southeast Rio Vista YMCA. The Metro YMCA continues to support Southeast Rio Vista and three other Urban YMCA's through the Urban Council, which is currently engaged in a $35 million dollar campaign to assure equity across the 22 branches. DE Funding Recommendation ✓ Yes Fund this proposal? No Recommended Amount: 1$35,000 Suggested revision(s) to proposal/fund amount, if applicable: The original application for $75,000 proposed to serve two YMCA sites - Boyle Heights and Southeast Rio Vista. By separating the two applications, VCF is better able to determine how grant awards are serving specific communities. Staff reviewer: Fran Jemmott Signed: Date: 1 / 24 / 2017 Attachment 3 Form Grant Agreement iii. Func/ 10ccs Business Vernon CommUNITY Fund Grant Agreement www.vernoncommunityfund.or (323) 351-1198 On [INSERT DATE] the Vernon CommUNITY Fund (Grantor) awarded a grant to [INSERT ORGANIZATION] (Grantee) in the amount of $[INSERT AMOUNT] to support the following purposes: To support [INSERT ORGANIZATION MISSION AND PROJECT DESCRIPTION]. Grantor and Grantee agree to the following terms and conditions of the grant: 1. Scope of Work: Grantee shall use the grant funds solely for the purposes stated below, and Grantee shall repay to Grantor any portion of the amount granted which is not used for those purposes. Any changes in the purposes for which grant funds are spent must be approved in writing by Grantor before implementation. [INSERT SCOPE] 2. Amount of Grant: $[INSERT AMOUNT], payable upon the Vernon CommUNITY Fund's receipt of this executed Grant Agreement. 3. Conditions of Agreement: Grantee agrees to the following conditions: A. Reports. Grantee shall submit written reports to The Vernon CommUNITY Fund as follows: A narrative report describing in detail the use of the granted funds, compliance with the terms of the grant and the progress made toward achieving the purposes of the grant. A financial report detailing all expenditures resulting from the grant. A copy of materials (if applicable) produced as part of the grant. The schedule for such reports is: Interim report: [INSERT DATE] Final report: [INSERT DATE] Please submit your report using your FluidReview account. If you have any questions about the grant report, please reach out to Anne -Marie Jones at The Vernon CommUNITY Fund by email at vernoncommunitvfund(@ci.vernon.ca.us or call her at 323.351.1198. Vernon CommUNITY Fund Grant Agreement 12 B. Expenditure of Grant Funds. Any funds not expended in accordance with the terms of this agreement must be returned to Grantor. Grantee shall not use any portion of the funds granted herein to engage in any grassroots or direct lobbying, to intervene in any political campaign on behalf of or in opposition to any candidate for public office, to fund union activity, to induce or encourage violations of law or public policy, to cause any improper private benefit to occur, nor to take any other action inconsistent with Section 501(c)(3) of the Internal Revenue Code. C. PATRIOT Act. Grantee agrees that it will use the grant funds in compliance with all applicable anti- terrorist financing and asset control laws, regulations, rules and executive orders, including but not limited to the USA Patriot Act of 2001. D. Return of Funds. If Grantor, in its sole discretion, determines that Grantee violates or fails to carry out any provision of this Agreement, Grantor may, in addition to any other legal remedies it may have, refuse to make any further payments to Grantee, and Grantor may demand the return of all or part of the unexpended grant funds, which the Grantee shall immediately repay to Grantor. E. Records and Audits. Grantee must maintain these grant funds in a separate fund dedicated to charitable purposes. A systematic accounting record shall be kept by Grantee of the receipt and expense of such funds. Grantee shall retain original substantiating documents related to specific expenditures and make these records available for Grantor's review upon request. Grantee shall be responsible for maintaining adequate financial records of this grant. F. No Further Obligations by Grantor. This grant is made with the understanding that Grantor has no obligation to provide other or additional support or grants to Grantee. G. Subgrantees. With regard to the selection of any subgrantees to carry out the purposes of this grant, Grantee retains full discretion and control over the selection process, acting completely independently of Grantor. There is no agreement, written or oral, by which Grantor may cause Grantee to choose any particular subgrantee. H. Licensing and Credentials. Grantee hereby agrees to maintain, in full force and effect, all required governmental or professional licenses and credentials for itself, its facilities and for its employees and all other persons engaged in work in conjunction with this agreement. I. Organizational and Staff Changes. Grantee agrees to provide immediate written notice to Grantor if significant changes or events occur during the term of this Agreement which could potentially impact the progress or outcome of the grant, including, without limitation, changes in: a) the Grantee's executive staff or key staff responsible for achieving the grant purposes, or b) losses in funding. In the event that Grantee ceases its operations, Grantee shall transfer any property purchased with the grant funds to Grantor. J. Liability, Disclaimers and Insurance Requirements. Grantee hereby irrevocably and unconditionally agrees, to the fullest extent permitted by law, to defend, indemnify and hold harmless Grantor, its officers, directors, trustees, employees and agents, from and against any and all claims, liabilities, losses and expenses (including reasonable attorneys' fees) directly, indirectly, wholly or partially arising from or in connection with any act or omission of Grantee, its employees or agents, in applying for or accepting the grant, in expending or applying the funds furnished pursuant to the grant or in carrying Vernon CorrirnUNITY Fund Grant Agreement 13 out the program or project to be funded or financed by the grant, except to the extent that such claims, liabilities, losses or expenses arise from or in connection with any act or omission of Grantor, its officers, directors, trustees, employees or agents. Grantees receiving grants in the amount of $75,000 or more shall obtain from their insurance carriers certificates of insurance naming the City of Vernon as additional insured. K. Identification of Grantor. Grant does not imply Grantor's sponsorship or endorsement. All of Grantee's proposed external communications regarding Grantor or this grant, including approval of any Grantor sponsorships, endorsements or use of the Grantor's logo, shall be submitted first to Grantor for its review and approval. Grantor may request specific Vernon CommUNITY Fund branding provisions at any time during the term of this grant. L. Entire Agreement. Grantor reserves the right to withhold or suspend payments of grant funds if Grantee fails to comply strictly with any of the terms and conditions of the Agreement. This Agreement shall supersede any prior oral or written understandings or communications between the parties and constitutes the entire agreement of the parties with respect to the subject matter hereof. This Agreement may not be amended or modified, except in a written document signed by both Grantor and Grantee. IN WITNESS WHEREOF, the parties have executed this Grant Agreement effective on the day of , 20 [INSERT NAME], Grantee Authorized Signature Printed Name Title Date CITY OF VERNON, Grantor By: Name: Carlos R. Fandino. Jr. Title: Citv Administrator Date: ATTEST: Maria E. Ayala, City Clerk STAFF REPORT CITY ADMINISTRATION DATE: February 15, 2017 RECEIVED FEB 0 9 2017 CITY CLERK'S OFFICE -2_q-�� TO: Honorable Members of the Vernon CommUNITY Fund Grant Committee FROM: Vernon CommUNITY Fund Scholarship Program Subcommittee Originator: Diana Figueroa, Administrative Analyst. 3 RE: Approval of Select Framework Components of the Vernon CommUNITY Fund Scholarship Program Recommendation A. Find that the approvals related to the Vernon CommUNITY Fund Scholarship Program referenced in this staff report are exempt from California Environmental Quality Act ("CEQA") review, because each are continuing administrative activities that will not result in direct or indirect physical changes in the environment, and therefore do not constitute a "project" as defined by CEQA Guidelines section 15378; and B. Approve and authorize a fund allocation from the Vernon CommUNITY Fund in an amount no greater than $200,000 to award scholarships to eligible applicants — $100,000 for each of FY 2017/2018 and FY 2018/2019 — which sum would be drawn from the direct service grant fund allotment and would include administrative costs directly associated with the management of the Scholarship Program. Monetary allotment for the Scholarship Program would be contingent upon City Council's approval to allocate funds to the Vernon CommUNITY Fund in the upcoming years; and C. Approve the definition of "eligible applicants" to be dependents of Vernon residents and/or dependents of employees of Vernon businesses; and D. Approve and authorize City staff to work jointly with Jemmott Rollins Group to initiate a Request for Proposals process to ascertain interest and qualifications of non-profit organizations to manage the Vernon CommUNITY Fund Scholarship Program. Backeround On May 18, 2016, the Vernon CommUNITY Fund ("VCF") Grant Committee discussed the feasibility of establishing a scholarship program for students interested in attaining a Page 1 of 3 postsecondary education and established a Scholarship Subcommittee (the "Subcommittee") to further examine the possibilities related to such a prospect. Subsequently, on November 16, 2016, the VCF Grant Committee ("Grant Committee") approved the establishment of a VCF Scholarship Program and elected to allocate a portion (the exact amount was to be determined at a later date) of the VCF funds toward the award of scholarships to deserving youth. Such a program is certainly aligned with the goal of the Vernon CommUNITY Fund which was created to provide grants that benefit those residing and working in the City of Vernon. The Scholarship Program will broaden the outreach of the Vernon CommUNITY Fund and directly impact young people associated to Vernon in a positive manner. As the Grant Committee proceeds with establishing the framework of the Scholarship Program, there are a multitude of factors to be examined. As a means to address the myriad of considerations, the VCF Grant Committee assigned these tasks to the Scholarship Subcommittee. It was recommended that the Scholarship Subcommittee meet on a regular basis to focus upon the details of the program. Subcommittee members convened on December 12, 2016 to begin discussing the preferred framework for the Scholarship Program. The Subcommittee is proposing that the following items be addressed by the VCF Grant Committee at their February 15, 2017 meeting: Fund Allocation for Vernon Comm UNITY Fund Scholarship Program The Scholarship Subcommittee is recommending that the Grant Committee consider a fund allocation in an amount no greater than $100,000 for the next two fiscal years (a total of $200,000 FY 2017/2018 and FY 2018/2019). These moneys would be dedicated solely toward the VCF Scholarship Program to include scholarship grants and administrative costs for the direct management of the Scholarship Program. The dedication of $100,000 for two consecutive years will provide continuity for the Scholarship Program and its recipients, an important element for successful administration. The monetary allotment for the scholarship program will be derivative of the direct services grant portion of the VCF appropriation determined by City Council each fiscal year. Thus, the Scholarship Program funding will be contingent upon the City Council's approval of a monetary allocation to the Vernon CommUNITY Fund. Target Recipients Upon evaluation of the various options for VCF Scholarship recipients, the Subcommittee is recommending that the Grant Committee determine that VCF scholarships should be geared toward dependents of Vernon residents and dependents of employees of Vernon businesses. The Scholarship Program will be focused on making a worthwhile investment in furthering educational opportunities that will benefit those families that directly impact the character of Vernon. Issuance of RFP for VCF Scholarship Program Management With the advent of a VCF Scholarship Program, the prospect of outsourcing a consulting firm in order to provide guidance to the Grant Committee on the formation, selection, and administration of the scholarship funding process and procedures has been explored. There are a multitude of complexities related to this type of grant award and it has been Page 2 of 3 determined that neither Jemmott Rollins Group ("JRG"), nor City staff, have the expert understanding that is required for the successful management of the VCF Scholarship Program. The Subcommittee has evaluated this option thoroughly and is in favor of hiring a third party firm to administer the Scholarship Program. As such, they are recommending that the Grant Committee approve that the City (jointly with JRG) initiate an RFP process to solicit qualified consultants. The attached RFP has been prepared by JRG and City staff, and approved by the City Attorney's office and the City Administrator. It is proposed that RFP respondents be evaluated by the Subcommittee who, at the conclusion of their assessment, will recommend a consultant to the Grant Committee for approval. With the Grant Committee's approval of the aforementioned items, it is anticipated that the planning related to the VCF Scholarship Program will continue to progress fluidly. The Subcommittee will work closely with City staff, JRG, and the selected scholarship program consultant (upon conclusion of the RFP process) to devise a program that is comprehensive and beneficial for the community. Fiscal Impact Fund allocation for the Scholarship Program will be distributed from the VCF direct service grant fund allotment. Any administrative costs associated with the management of the VCF Scholarship Program shall be paid from the VCF fund appropriation approved by the City Council each fiscal year. Attachment(s) 1. RFP Draft for Scholarship Management Services Page 3 of 3 City of Vernon Request for Proposals (RFP) Vernon CommUNITY Fund Scholarship Program Management Services 0 IF rclu r+° il Cele Ly City of Vernon City Administration 4305 Santa Fe Avenue, Vernon, CA 90058 Phone: (323) 583-8811 City of Vernon CommUNITY Fund Scholarship Program Management Services Request for Proposals INTRODUCTION AND PROJECT The City of Vernon is requesting proposals for scholarship program management consultation services. The selected firm will be responsible for conducting scholarship program development, student selection, program oversight, scholarship renewal, and outreach with scholarship recipients for the Vernon CommUNITY Fund Scholarship Program. The City will select one firm, based on demonstrated competence and a cost effective approach to design, conduct, and assist in the development and management of the Vernon CommUNITY Fund Scholarship Program designed to benefit those in pursuit of a post -secondary education. 2. BACKGROUND The City of Vernon was founded in 1905, is approximately 5.2 square miles in size and is located approximately 5 miles southeast of downtown Los Angeles California. Over its long history Vernon has been developed as an industrial community. At the turn of the 20th century the lands that make up Vernon were comprised largely of farmlands. The presence of three major rail lines in the area led influential business and property owners to encourage the railroad companies to run spur lines onto the farmlands. These rail extensions enabled the creation of an "exclusively industrial" city. By the 1920's Vernon was attracting large stockyards and meatpacking facilities. In the 1930's Vernon became the location of choice for many heavy industrial plants. As economic conditions changed over the decades, these large scale industrial operations have relocated out of Southern California and Vernon has attracted smaller, lighter industrial facilities. The City's business friendly environment, low cost utilities and key location for trucking and rail transport continue to position Vernon as an ideal location for industrial uses. City Government: The City Council consists of five members, elected at -large, who serve five-year staggered terms. The City Council annually appoints a Mayor and a Mayor Pro Tem from its own membership to serve one-year terms. Labor Force: Vernon has approximately 250 employees, and its departments include a Fire Department, Police Department, Finance Department, Public Works, Water and Development Services Department, Gas and Electric Department and Health and Environmental Control Department. Present bargaining units recognized include the Vernon Police Officers Benefit Association, Vernon Police Management Association, Vernon Firemen's Association, the Vernon Fire Management Association, International Brotherhood of Electrical Workers Local 47, and Teamsters Local 911. 3. ISSUES TO BE ADDRESSED Educational attainment is closely tied to economic mobility, and best practices for managing scholarship programs now go beyond financial assistance to include guidance, mentoring and persistence coaching that encourages scholarship awardees and their families to meet educational goals in a timely manner. In Los Angeles County, only 38.4% of the residents age 25+ have a post -secondary degree and this percentage -2- City of Vernon CommUNITY Fund Scholarship Program Management Services Request for Proposals decreases significantly in the communities including East Los Angeles, Vernon, Maywood, and Cudahy'. Moreover, students who qualify for federal and state grants to offset the cost of college attendance often graduate with higher levels of debt compared to peers with higher household income levels, due to the rising cost of attendance both statewide and nationally. Additionally, obtaining degrees within 2 years for community college or trade programs or within 4 years for traditional university programs becomes a protracted process given the need for many students to work part- or full-time and in some cases continue contributing to their overall household/family income. With this in mind, the Vernon CommUNITY Fund Scholarship Program ideally seeks a consultant/manager who can not only distribute and manage scholarship funds, but one who can also provide necessary mentorship and guidance to students. 4. SCOPE OF SERVICES REQUIRED The City of Vernon is seeking the services of a highly qualified consulting firm to assist in: • Advising the Vernon CommUNITY Fund Scholarship Subcommittee on finalizing eligibility criteria. Advising the Vernon CommUNITY Fund Scholarship Subcommittee on determining a defined award amount per student per year and acceptable use of scholarship funds (i.e., books and materials, "hidden fees", gaps in tuition, funds to put toward emergency or situational factors that may impact persistence). Consultant will lead in the design of the scholarship program and each component; develop a budget within guidelines provided; establish a timeline consistent with the grant award calendar of the Vernon CommUNITY Fund; and work closely with the volunteers on the Vernon CommUNITY Fund Scholarship Subcommittee to achieve consensus on the design. Implement the approved design according to the City of Vernon contract procedures, approved budget, format and program components. • Manage the Vernon CommUNITY Fund Scholarship Program by performing the following tasks: o Promote the scholarship opportunity with local organizations such as the Vernon Chamber of Commerce, Vernon area service organizations, grantees of the Vernon CommUNITY Fund, and other recommended entities. o Conduct a scholarship recipient selection process in coordination with the Vernon CommUNITY Fund Scholarship Subcommittee and/or other designated representatives from the City of Vernon, including collaborative development and implementation of an application process. 1 http://statisticalatlas.com/metro-area/California/Los-Angeles/Educational-Attainment -3- City of Vernon CommUNITY Fund Scholarship Program Management Services Request for Proposals o Define renewal criteria and a process for reapplication. o Coordinate an annual recognition ceremony in collaboration with the Vernon CommUNITY Fund Scholarship Subcommittee. o Distribute scholarship funds to students or to his/her college/university on his/her behalf and submit corresponding reports to the Vernon CommUNITY Fund Scholarship Subcommittee. o Engage scholarship recipients in ongoing guidance to ensure goals of persistence and graduation are met. This would include: ■ General college advising including navigating and accessing campus resources, understanding financial aid, and academic advising. ■ Guidance related to situational factors that may arise for students and impact persistence. This may include making referrals to campus -based or community-based resources as needed or, if possible, providing access to in-house counseling programs. ■ Career -focused advising that leverages and extends campus - based resources. o Implement data tracking to ensure students are meeting enrollment requirements, are on track to graduate, and meeting terms of the scholarship program; associated reporting to the Vernon CommUNITY Fund Scholarship Subcommittee based on this tracking. • Based on the aforementioned elements and in addition to consideration for the management of the program itself and any associated fees, the firm will recommend a budget outlining how many students can be served each year. • Develop a corresponding timeline outlining deliverables and key milestones to allow for award distribution and student engagement. 5. QUALIFICATIONS & CRITERIA Qualifications: The City of Vernon will select one firm for all of the outlined Scope of Service on the basis of qualifications, experience, and cost. The following are the minimum qualifications to be used to evaluate responses to this Request for Proposal: • Proven track record of success working with students in higher education, particularly underrepresented students. -4- City of Vernon CommUNITY Fund Scholarship Program Management Services Request for Proposals • Relevant experience and relationships with colleges and universities to effectively advocate for students, address issues of fund displacement, and support students to access and utilize campus resources. • Sustainable operating budget as demonstrated by an IRS Form 990 review. • Proven methodology for scholarship distribution and fund management. • Proven program and staffing to provide necessary student outreach, advising both remotely and in-person with award recipients on a consistent basis. • Positive testimonials from clients served within the last 5 years, which should include both organizations as well as student testimonials (current and alumni). • Candidates should be poised to provide examples of how they have managed a process to announce a scholarship opportunity, implemented an application and selection process, and how the provider intends to work collaboratively with the Vernon CommUNITY Fund Committee to achieve desired goals of the scholarship program. A. Selection Criteria: The City will conduct a comprehensive, fair, and impartial evaluation of proposals received in response to this RFP. All proposals received will be reviewed and evaluated by a committee of qualified personnel. The name, information, or experience of the individual members will not be made available to any proposer. The Evaluation Committee will first review and screen all proposals submitted, except for the cost proposals, according to the minimum qualifications set forth above. The following criteria will be used in reviewing and comparing the proposals and in determining the highest scoring bid: 1. 40% Qualifications, background and prior experience of the firm in the Service Area(s) being proposed, experience of key staff assigned to oversee services provided to Vernon, evaluation of size and scope of similar work performed and success on that work. 2. 30% Cost and fees to the City for handling matters. Cost is not the sole determining factor but will be taken into consideration. Proposer must offer services at a rate comparable to the rate proposer offers to other governmental entities for similar work. Offering a higher rate to the City than the comparable rate is grounds for disqualification of the Proposer. If rates differ for different types or levels of service, or for different Service Areas, the Proposer should so state. 3. 10% Responsiveness to the RFP, and quality and responsiveness of the proposal. 4. 20% References including past performance of proposer. 6. FORMAT AND DELIVERY OF RESPONSE Respondents are asked to submit seven (7) hard copies and one (1) electronic copy of their proposals in sufficient detail to allow for a thorough evaluation and comparative analysis. The proposal should include, at a minimum, the following information in sectionalized format addressing all phases of the work in the RFP. -5- City of Vernon CommUNITY Fund Scholarship Program Management Services Request for Proposals A. Format: Limit your proposal to 20 typed 8.5" X 11" pages, or fewer, on white bond paper of at least 20 -pound weight single sided (excluding cover letter and attachments. You may attach a firm brochure if you wish, but it must be as a separate attachment and independent from the required elements noted above. 1. Use a conventional typeface with a minimum font size of 12 points. Use a 1" margin on all boarders. 2. Organize your submittal in the order described above. 3. Provide an electronic version of the proposal (via email to dfigueroa@ci.vernon.ca.us) 4. Prominently label the package: "Vernon CommUNITY Fund Scholarship Program Management Services" and include the name of the primary contact for the respondent. Deliver the response to: City of Vernon Attention: Diana Figueroa, City Administration 4305 Santa Fe Avenue Vernon, CA 90058 5. Responses are due on or before 5:00 p.m. on . 20 Late response will not be accepted. 6. If you have any question about this RFP, please contact Diana Figueroa at dfigueroa@ci.vernon.ca.us B. Cover Letter: All proposals shall include a cover letter which states that the proposal shall remain valid for a period of not less than ninety (90) days from the date of submittal. If the proposal contemplates the use of sub -contractors, the sub- contractors shall be identified in the cover letter. If the proposal is submitted by a business entity, the cover letter shall be signed by an officer authorized to contractually bind the business entity. With respect to the business entity, the cover letter shall also include: the identification of the business entity, including the name, address and telephone number of the business entity; and the name, title, address and telephone number of a contact person during the proposal evaluation period. C. Introduction: Present an introduction of the proposal and your understanding of the assignment and significant steps, methods and procedures to be employed by the proposer to ensure quality deliverables that can be delivered within the required time frames and your identified budget. D. General Scope of Work: Briefly summarize the scope of work as the proposer perceives or envisions it for each Service Area proposed. City of Vernon CommUNITY Fund Scholarship Program Management Services Request for Proposals E. Work Plan: Present concepts for conducting the work plan and interrelationship of all projects. Define the scope of each task including the depth and scope of analysis or research proposed. F. Fees and costs: Although an important aspect of consideration, the financial cost estimate will not be the sole justification for consideration. Negotiations may or may not be conducted with the proposer; therefore, the proposal submitted should contain the proposer's most favorable terms and conditions, since selection and award may be made without discussion with any firm. All prices should reflect "not to exceed" amounts per item. Proposer must offer services at a rate comparable to the rate proposer offers to other governmental entities for similar work. Offering a higher rate to the City than the comparable rate is grounds for disqualification of the Proposer. G. Ability of the Proposer to Perform: Provide a detailed description of the proposer and his/her/its qualifications, including names, titles, detailed professional resumes and past experience in similar work efforts/products of key personnel who will be working on the assignment. Provide a list of specific related work projects that have been completed by the proposer which are directly related to the assignment described in this RFP. Note the specific individuals who completed such project(s). Identify role and responsibility of each member of the project team. Include the amount of time key personnel will be involved in the respective portions of the assignment. Respondents are encouraged to supply relevant examples of their professional product. Provide a list of references. The selected firm shall not subcontract any work under the RFP nor assign any work without the prior written consent of the City. H. Affidavit of Non -Collusion. Proposer must submit a completed and signed, "Affidavit of Non -Collusion." (Copy attached as Exhibit A). 7. ADDENDA, CHANGES. AND AMENDMENTS TO THIS SOLICITATION At any time prior to the due date for responses, the City may make changes, amendments, and addenda to this solicitation, including changing the date due to allow respondents time to address such changes. Addenda, changes, and amendments, if made, will be posted on the City's website (www.cityofvernon.org), which is deemed adequate notice. A proposer may make a request to the City's project coordinator to be placed on a list of persons to receive notice of any such addenda, changes, or amendments. The preferred manner of communications is via e-mail due to its timeliness. 8. CONDITIONS FOR RESPONSES TO RFP The following conditions apply to this RFP process: A. Nothing contained in this RFP shall create any contractual relationship between the respondent and the City. -7- City of Vernon CommUNITY Fund Scholarship Program Management Services Request for Proposals B. This RFP does not obligate the City to establish a list of service providers qualified as prime contractors, or award a contract to any respondent. The City reserves the right to amend or cancel this RFP without prior notice, at any time, at its sole discretion. C. The City shall not be liable for any expenses incurred by any individual or organization in connection with this RFP. D. No conversations or agreements with any officer, agent, or employee of the City shall affect or modify any terms of this RFP. Oral communications or any written/e-mail materials provided by any person other than designated contact staff of City shall not be considered binding. E. The City reserves the right, in its sole discretion, to accept or reject any or all Proposals without prior notice and to waive any minor irregularities or defects in a Proposal. The City reserves the right to seek clarification on a Proposal with any source. F. The dates, times, and sequence of events related to this RFP shall ultimately be determined by the City. The schedule shown above is subject to change, at the sole discretion of the City, although the City will attempt to follow it and, if it must be altered, will attempt to provide reasonable notice of the changes. G. Respondents shall not issue any news release pertaining to this RFP, or the City without prior written approval of the City. H. All submitted proposals and information included therein or attached thereto shall become public record upon delivery to the City Administrator's Office. 9. RIGHT BY THE CITY TO WITHDRAW THIS REQUEST The City may, at its sole discretion and for any reason whatsoever, withdraw this solicitation at any time. 10. LIVING WAGE ORDINANCE The selected consultant shall pay qualifying employees a wage of not less than $10.30 per hour with health benefits, or $11.55 per hour without health benefits. The consultant shall also provide qualifying employees at least twelve days off per year for sick leave, vacation or personnel necessity, and an additional ten days a year of uncompensated time for sick leave. There shall be a prohibition on an employer retaliation against an employee's complaining to the City with regard to the employer's compliance with the living wage ordinance. Contractor, and any Subcontractor(s), shall comply with the City's Living Wage Ordinance. The current Living Wage Standards are set forth in Exhibit "D" of the standard form contract, attached hereto as Exhibit B. Upon the City's request, certified payroll records shall promptly be provided to the City. City of Vernon CommUNITY Fund Scholarship Program Management Services Request for Proposals 11. STANDARD TERMS AND CONDITIONS Prior to the award of any work hereunder, City and proposer shall enter into the written contract for services attached hereto as Exhibit B. Proposers responding to this RFP are strongly advised to review all the terms and conditions of the Contract. The term of the Contract shall not exceed three (3) years. WE City of Vernon CommLTNITY Fund Scholarship Program Management Services Request for Proposals EXHIBIT A AFFIDAVIT OF NON -COLLUSION City of Vernon CommUNITY Fund Scholarship Program Management Services Request for Proposals EXHIBIT B STANDARD FORM CONTRACT - 11 -