CITY OF POMONA
COUNCIL REPORT
July 17, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Benita DeFrank, Neighborhood Services Director SUBJECT: RATIFY AN ACTION TAKEN BY CITY MANAGER AWARDING A THREE YEAR CONTRACT WITH TWO ONE-YEAR EXTENSION OPTIONS TO TRIO COMMUNITY MEALS, LLC FOR CATERED MEAL SERVICES FOR ELDERLY NUTRITION PROGRAM (ENP) IN FY 2023-24; AND ACCEPT $374,000 IN ENP GRANT FUNDS FROM LOS ANGELES COUNTY FOR SENIOR MEAL SERVICES RECOMMENDATION:
It is recommended that the City Council take the following actions:
Ratify an action taken by the City Manager, awarding a three-year contract to Trio Community Meals, LLC for catered meal services in FY 2023-24 with two one-year extension options (Attachment 1); and, Adopt the following resolution:
RESOLUTION NO. 2023-117 – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POMONA, CALIFORNIA TO Accept $374,000 IN GRANT Funds from THE LOS ANGELES County Elderly Nutrition Program (ENP) Grant FOR THE SENIOR NUTRITION PROGRAM AND Amending the FY 2023-24 Operating budget SENIOR NUTRITION GRANT fund BY INCREASING APPROPRIATIONS in the amount of $4,296.
Authorize the City Manager to execute the agreement and any subsequent amendments, subject to review by the City Attorney.
EXECUTIVE SUMMARY:
The City continues to provide free, nutritious meals to senior adults and adults with disabilities through a grant program funded by Los Angeles County, through their Elderly Nutrition Program. Following a formal Request for Proposal (RFP), Trio Community Meals, LLC responded as the low bidder for home-delivered meals and for the lowest average price per meal, and is recommended to receive an award for a three (3) year contract to provide catered meal services with two (2) one-year extension options.
FISCAL IMPACT:
In anticipation of LA County ENP Grant funding, staff budgeted $374,000 in ENP grant fund revenue projections (226-4190-40844-00000 and 226-4190-40857-00000) dedicated to the Senior Nutrition Program for FY 2023-24. Adoption of Resolution No. 2023-117 (Attachment 2) allows the City to accept the ENP grant funds in the amount of $374,000.
FY 2023-24 Operating Budget - Fund 226
Revenue
Object
Amount
Grant Amount Projected – USDA Revenue (NSIP)
40844
$34,666
Grant Amount Projected - Area Agency On Age (Older Americans Act - OAA) 40857
$339,334
Current FY 2023/24 Budget
$374,000
In addition, acceptance of ENP funding will also increase Controllable Contract Services (226-4190-52285-00000) appropriations by $4,296 to match the total ENP 226 Fund Operating Budget of $492,221.
PREVIOUS RELATED ACTION:
On July 18, 2022, City Council adopted a resolution No. 2022-129 amending the FY 2021-22 Operating Budget to increase revenue estimates and appropriations by $45,000 and the FY 2022-23 Operating Budget to increase revenue estimates by $381,000 and appropriations by $283,440, by accepting funds from the Los Angeles County ENP Grant for the Senior Nutrition Program.
On April 4, 2022, City Council adopted a resolution No. 2022-54 amending the FY 2021-22 Operating Budget by increasing revenue estimates and appropriations by $172,941 and accepted funds from the LA County ENP Grant in the respective amount.
On February 7, 2022, City Council approved Resolution No. 2022-23 amending the FY 2021-22 operating budget to accept funds from the LA County ENP Grant in the amount of $55,000.
DISCUSSION:
For over 40 years, the City in partnership with the County of Los Angeles Workforce Development Aging & Community Services (WDACS) has provided meals through the reimbursement of the grant-funded Elderly Nutrition Program (ENP). During the COVID-19 pandemic, the City’s Community Services Division has provided approximately 300 seniors and adults with disabilities with home-delivered meals weekly. From July 2021 to September 2022, approximately 90,000 free, frozen, home-delivered meals have been served through a combination of CARES Act funding, the County-funded ENP, and the City’s cash match. While providing home-delivery meal services for this vulnerable community, the City and Community Services staff remained committed to administering the Senior Nutrition Program in accordance with the latest health requirements and protocol.
As of mid-September 2022, the ENP in step with LA County approval shifted from the temporary higher costing per meal "Home Delivery" model back to normal the pre-COVID "Congregate Meals Onsite" less cost per meal model.
As a result, staff have been diligent to reincorporate and support our senior community into life before COVID with meal offers and activities at both Washington (with a maximum capacity of 60 participations) and Palomares (110 max). The current budgeted goal is to serve approximately 150 participants weekly vs. 300, averaging to about 3,000 meals vs. 6,000 per month. This translated into a noticeable and needed reduction in the need for grant funding previously awarded by LA County to render meal services. As such revenue and expense line item modifications were made accordingly and are reflected to match.
On May 18, 2023, City staff reached out to the all approved eligible caters for the County of LA Elderly Nutrition Program. Of which, Trio Community Meals, LLC was the only provider who was able to meet the City’s needs to deliver congregate CI hot-bulk meal requirements. Community Services staff followed the formal Request for Proposal (RFP) whereby Trio Community Meals, LLC responded as the lowest bidder for home-delivered meals and for the lowest average price per meal; and are recommending to award a three (3) contract to provide catered meal services with two (2) one-year extension options. Trio Community Meals, LLC is committed to supporting onsite congregate meals sites for the City’s senior nutrition program and has previous experience serving Pomona seniors.
On June 20, 2023, The City Manager conditionally signed the new contract amendments with Trio Community Meals, LLC to expedite the process, pending City Council approval. Approval of this action by Council will allow the City to accept baseline funding allocation for ENP services for the Sub-award Sum Year 4 (SSY4) in the amount of $374,000 for the FY 2023-24 ENP Grant.
COUNCIL PRIORITIES & GOALS:
This item supports the 2021-22 City Council Priority 4: Safe and Clean Community; Goal M: Improve safety and cleanliness at parks and public spaces; Step 3: Re-open community centers as public health orders allow, collaborating with community organizations to increase service levels to seniors, families, and youth.
Prepared by:
Loreal Tatone,
Management Analyst
Attachment No 1. – City of Pomona Contract
Attachment No 2. – Resolution No. 2023-117
Ratify An Action Taken By The City Manager Awarding A Contract To Trio Community, LLC For Meal Services; and Accept Funds From LA County ENP Grant