June 5, 2023
CITY OF POMONA COUNCIL REPORT
To: Honorable Mayor and Members of the City Council From: James Makshanoff, City Manager Submitted By: Benita DeFrank, Neighborhood Services Director SUBJECT: Exercise the First of Three One-Year Renewal Options with Blais & Associates, LLC for Grant Writing Services from July 1, 2023 to June 30, 2024 and Increase the Total Not-to-Exceed Amount from $140,000 to $350,000 to Incorporate the Annual Renewal Options RECOMMENDATION:
It is recommended that the City Council take the following actions:
Approve exercising of the first of three, one-year renewal options with Blais & Associates, LLC for Grant Writing Services from July 1, 2023 to June 30, 2024 and increase the total not-to-exceed amount for these service from $140,000 to $350,000 to incorporate the renewal options.
Authorize the City Manager to execute this and future renewals, subject to review and approval by the City Attorney.
EXECUTIVE SUMMARY:
To increase grant-funding opportunities for the City, the City contracted with Blais & Associates, LLC to perform grant writing services under a two year agreement with three one-year renewal options. At the time of the award, the contracted amount was awarded in an amount not to exceed $140,000. To ensure these services continue, staff is requesting the authorization to exercise the first of three one-year renewals, from July 1, 2023 through June 30, 2024, and to increase the total not to exceed amount to $350,000 to incorporate the option for all three annual renewals.
FISCAL IMPACT:
A sufficient amount of $70k to cover the cost of this grant writing service contract through June 30, 2024 will be appropriated in the Adopted Fiscal Year 2023-24 operating budget (Fund 101-4204-52285- 00000) that is set for approval on this same agenda.
DISCUSSION:
On May 17, 2021, the City Council authorized the City Manager to execute a two-year agreement with three one-year renewal options with Blais & Associates, LLC to provide grant writing services to the City of Pomona.
Since that time, Blais & Associates has provided the following services:
Developed a grant program outline;
Met with each City Department to ascertain areas of grant funding need; Performed and provided a grant funding needs assessment; Provided grant funding research to City staff, reviewing project requirements and identifying grant opportunities on an ongoing basis; Sent the City sixty-nine (69) grant alerts based on eligibility and expressed funding needs, averaging approximately five (5) grant alerts per month.
Communicated with federal and state staff regarding pending applications, held conference calls, and submitted supplemental information as needed.
Scheduled and helped host debriefings for unsuccessful applications.
Conducted special projects, as requested.
Wrote and submitted ten (10) grants on behalf of City; and, Meets with City staff on a monthly basis to review grant opportunities and provide updates.
As a result of these efforts, the City has been awarded close to $5,000,000 in grant funds and has an additional $17,000,000 in grant funds currently under review by granting agencies. In addition, there are two grants under development for the City by Blais & Associates.
It is recommended that the City Council authorize the City to exercise the first of three, one-year renewals with Blais & Associates, LLC for Grant Writing Services. This first extension will cover the time period from July 1, 2023 to June 30, 2024 and increase the total not-to-exceed amount for these service from $140,000 to $350,000 to incorporate all three renewal options.
Prepared by:
Benita DeFrank
Neighborhood Services Director
Extension of Blais & Associates, LLC for Grant Writing Services