CITY OF POMONA
COUNCIL REPORT
March 18, 2024
To: Honorable Mayor and Members of the City Council
From: Anita Gutierrez, City Manager
Submitted By: Beverly Johnson, Acting Neighborhood Services Director SUBJECT: AWARD OF CONTRACTS TO GEOCKO, INC. DBA FORWARD FOR PROJECT ADMINISTRATOR AND DISBURSMENT CARD ADMINISTRATOR OF THE “POMONA’S FLOURISHING FAMILIES” (PFF) PILOT PROJECT RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award of contract to FORWARD to serve as the Project Administrator for the “Pomona’s Flourishing Families” (PFF) Pilot Project for an amount not to exceed $950,000 for a contract term of two years, with a one-year extension option; Award of contract to FORWARD to serve as Disbursement Card Administrator for the “Pomona’s Flourishing Families” (PFF) Pilot Project for an amount not to exceed $250,000 for a contract term of two years, with a one-year extension option; and Authorize the City Manager or designee, to execute the contract and any amendments on behalf of the city, subject to review by the City Attorney.
EXECUTIVE SUMMARY:
On June 7, 2021, the City of Pomona was awarded $45.37M in American Rescue Plan (ARP) funding from the US Treasury. Of this amount, $5 million was allocated for a Universal Household Grant Program. The Neighborhood Services Department is responsible for establishing and implementing the “Pomona’s Flourishing Families” (PFF) Pilot Project, also known as the Universal Household Grant Program. The Universal Household Grant Program will provide five hundred dollars ($500) to two hundred fifty (250) project participants over 18 months. This report requests the approval of a Project Administrator to assist with program implementation, support, and navigation services, as well as a Disbursement Card Administrator to facilitate the monthly distribution of funds to project participants.
SB1439/GOVERNMENT CODE §84308 APPLICABILITY:
☐ When this box is checked, it indicates the agenda item is subject to the Levine Act SB1439 requirements. Councilmembers are reminded to check their campaign contributions and determine whether they have received a campaign contribution of $250 or more that would require disclosure and/or recusal from discussing or acting on this agenda item. Campaign contributions of $250 or more made 1) by any person or entity who is identified in the agenda report as the applicant or proposer or 2) on behalf of the applicant or participant, including a parent, subsidiary or otherwise related business entity, or 3) by any person who has a financial interest in the agenda item requires a councilmember to comply with SB1439.
FISCAL IMPACT: Funding for the Universal Household Grant Program is currently included in the FY 2023-24 Operating Budget under the American Rescue Plan (ARP) fund 191-1702-52285-10057. The funds available for this contract are as follows:
Contract
Funds
Account No.
Amount
Project Administrator
ARP
191-1702-52285-10057
$950,000
Disbursement Card Administrator
ARP
191-1702-52285-10057
$250,000
TOTAL $1,200,000
PREVIOUS RELATED ACTION: On September 20, 2021 the Mayor and City Council approved the City of Pomona ARP Expenditure Plan in the amount of $45.37M.
On December 20, 2021, an ARP Sub-committee consisting of the Mayor, and two (2) council members was formed to assist with the process to appropriate the ARP funds for the specific programs and projects, as set forth in the City Council approved, ARP spending plan.
PUBLIC NOTICING REQUIREMENTS: In accordance with Section 2-1003 of the City’s Purchasing Ordinance, a public notice requesting proposals was posted on Planet Bids on November 8, 2023 DISCUSSION:
Pomona’s Flourishing Families (PFF) Pilot Project is a two-generation “Universal Household Grant Program” designed to empower Transitional Aged Youth (TAY) parents. This Pilot Project targets Transitional Age Parents (18-25) of children aged (0-5) because it is a group that often faces numerous barriers. The Universal Household Grant is designed to alleviate the stressors associated with financial instability, allowing TAY parents to focus on their education, skill development, career prospects, and responsive parenting. By providing consistent and predictable financial stability, this project offers a pathway for personal growth and development, equipping TAY parents with the means to secure basic necessities such as food, clothing, and shelter for themselves and their children. In essence, providing a “Universal Household Grant” in Pomona can strengthen the safety net for participants and break the cycle of poverty.
The “PFF” Pilot Project will provide five hundred dollars ($500) to two hundred fifty (250) project participants over 18 months. In addition to financial support, all two hundred and fifty (250) project participants will have access to various support services and systems navigation, ensuring they have the resources they need to succeed. Lastly, a control group of three hundred fifty (350) project participants will receive stipends of twenty dollars ($20) a month for 18 months and fifty dollars ($50) for completing each of the three (3) project-specific evaluations over the project timeline. This pilot project will evaluate two sets of outcomes to determine the impact on participants:
Family Outcomes
Improved Economic Health
Increase Resource Awareness, Access Utilization
Household Stability
Strengthened Social Connections
Developed Adaptive Problem-Solving Skills
Enhanced, Nurturing, Supportive Family Dynamics
Reduced stress, Enhanced Mental Health Outcomes
Long-term Self-Sufficiency for Households
Ecosystem Outcomes
Enhanced Nurturing, Supportive Built Environment
Enhanced Social Connections to the System
Improved Integrated Service System
PROJECT TEAM ROLES AND RESPONSIBLITIES
The City will lead Project efforts, coordinate Team partnerships, and administer Project contracts and funds and represent the Project on regional collaborations; The Research Team will assist with Project design, execute mixed-methods research, collect data on study participants, and provide reports on the analysis of data collected; The Project Administrator will be responsible for implementation of the Pilot Project; The Disbursement Card Administrator will disburse the allocated funds on a monthly basis to the qualified Project participants and provide necessary information to the Project Team; and The Consultant will oversee the outcomes of the Project Team on behalf of the City.
The PFF Project Team will consist of City staff, a Consultant, the Research Team, the Disbursement Card Administrator, and the Project Administrator. The Project Administrator and Disbursement Card Administrator will collaborate with the Project Team to implement the grant outcomes. The Project Administrator and Disbursement Card Administrator will report to the City and work collaboratively with the Consultant, Research Team, multiple stakeholders, and partners to ensure the planning, design, research, communications, storytelling, and implementation of the Project.
The Project Administrator, in cooperation with the Project Team and others, will (1) Implement the pilot’s design and launch; (2) Oversee the Project application, eligibility, verification, and enrollment process; (3) Lead community outreach and engagement efforts for the Project; (4) Collect both qualitative and quantitative data to be shared with the Project Team; and, (5) implement all aspects of the Project over the estimated two-year period.
The Disbursement Card Administrator will be crucial in the grant implementation process. They will be responsible for the distribution of all funds to program participants, ensuring timely and accurate disbursement. Additionally, they will provide customer support, addressing any queries or concerns from program participants related to the disbursement process. Their role is instrumental in maintaining the financial integrity of the project and ensuring a positive experience for program participants.
Project Administrator Scores
In compliance with Federal requirements and in accordance with Section 2-1003 – Formal Procedure of the City’s Purchasing Ordinance, Request for Proposals No. 2023-50 was posted on Planet Bids on November 8, 2023, with 3 vendors downloading the RFP. Three proposals were received and evaluated from FORWARD, Inland Empire United Way, and Foothill Family Services on December 6, 2023. An evaluation committee, composed of three members, considered three factors in their evaluation: Overall project approach, design and methodology; qualifications, background and prior experience; experience, and, organization and technical skills to successfully accomplish the requested services. The Project Administrator and Disbursement Card Administrator were selected based on their high scores in these evaluation criteria, ensuring the best fit for the project needs.
RANK
FIRM
RFP PROPOSAL SCORES
1 FORWARD
206.00
2 Inland Empire United Way
203.96
3 Foothill Family Services
190.50
Disbursement Card Administrator Scores
In compliance with Federal requirements and in accordance with Section 2-1003 – Formal Procedure of the City’s Purchasing Ordinance, Request for Proposals No. 2023-48 was posted on Planet Bids on November 6, 2023, with four vendors downloading the RFP. Four proposals were received and evaluated from FORWARD, US Bank, Rellevate, and Give-Card on December 6, 2023. An evaluation committee of three members considered three factors: Overall project approach, design, and methodology; qualifications, background, and prior experience; and experience, organization, and technical skills to accomplish the requested services. Below are the four proposers and their respective scores in the evaluation criteria:
RANK
FIRM
RFP PROPOSAL SCORES
1 FORWARD
151
2 US Bank
148
3 Rellevate
132
4 Give-Card
126
After careful consideration and review of the proposals submitted, staff recommends the award of two (2) contracts to FORWARD based on the level of expertise and proficiency in implementing Universal Household Grant programs, disbursement card administration systems, project management, and systems in place to begin the project at the time of award.
Prepared by:
Andrea Rico
Governmental and Community Affairs Manager
Award of Contracts to FORWARD for Project Administrator and Card Disbursement Services of the “PFF” Pilot Project