City Council Agenda Report
Meeting Date: August 18, 2026
From: Brian Saeki, City Administrator
Department: City Administration
Submitted by: Diana Figueroa, Communications and Public Information Manager Subject
Services Agreement with Jemmott Rollins Group, Inc.
Recommendation
A. Pursuant to Sections 3.32.220(B) and 3.32.110(B)(3) of the Vernon Municipal Code, find that it is commercially unreasonable to rebid the proposed agreement for administrative support services for Vernon CommUNITY Fund Grant Activities every three years, as a transfer of knowledge to another vendor to perform the unique scope of work would disrupt existing VCF programs and require onerous due diligence and staff time for such a transition; and B. Approve and authorize the City Administrator to execute a Professional Services Agreement with Jemmott Rollins Group, Inc., in substantially the same form as submitted, for administrative support services for Vernon CommUNITY Fund grant activities for a total amount not-to-exceed $330,000, for a five-year term ($66,000 annually).
Background
In 2014, 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 and neighboring cities, providing access to necessary services and improving the quality of life throughout the Vernon area. Since its inception, the VCF Grant Committee (Grant Committee) has awarded grants totaling over $5 million to local nonprofit community-based organizations; and in 2019, the Grant Committee introduced a VCF Scholarship Program which offers grants to qualified high school seniors in the Vernon area who are pursuing higher education.
The City requires the partnership of a qualified firm to provide consultation, guidance, research, and unique administrative support services to City staff managing the VCF. Staff benefit from the extensive experience in nonprofit grantmaking, grants management, and knowledge of the ethics and principles that govern grantmaking processes that a specialized consultant offers. Under the direction of the City Administrator, the firm augments staff efforts while adhering to the basic guidelines and operational procedures for the VCF Grant Committee and its officers, including those related to the allocation of funds and the processes for reviewing and ranking applications and awarding grants.
The City’s current agreement for the aforementioned services expires on August 15, 2026.
Pursuant to Vernon Municipal Code Sections 3.32.080 and 3.32.130 respectively, a Request for Proposals (RFP) was issued on or around June 8, 2026 via Planet Bids, an online platform designed to reach a multitude of prospective vendors, and was emailed directly to a total of seven firms, with responses due by June 30, 2026. The scope of services identified within the RFP was designed to minimize administrative costs while providing City staff the expertise necessary for in-depth assessment of nonprofit and scholarship applications, evaluation of nonprofit viability (including financial health), program management, and nonprofit sector knowledge.
A total of three (3) responsive proposals were received by the noted deadline. Subsequently, a panel comprised of internal staff from various departments evaluated the proposals received to determine the firm best suited to provide VCF administrative services. The panel conducted a comprehensive, fair, and impartial examination of the proposals in accordance with the scope of work specifications and criteria set forth within the RFP. At the conclusion of the assessment, the proposal submitted by Jemmott Rollins Group, Inc. (JRG) received the strongest cumulative score, ranking high in both competency and affordability. JRG has provided administrative support for the VCF since 2014 and, throughout this time, JRG has demonstrated a distinct understanding of the VCF’s goals and accountability in grantmaking. With vast experience in philanthropy and solid connections with community-based southeast area nonprofits, JRG is well qualified to support the VCF.
It is, therefore, recommended that City Council approve and authorize the City Administrator to execute a services agreement with JRG for a five-year term. An extended contract term would help ensure stability for VCF grantmaking program administration and secure JRG’s competitive annual cost for services ($66,000/yr) for a longer period which would be advantageous for the City. Pursuant to VMC Section 3.32.030(A), City Council approval is required for the proposed agreement, as the total value of the contract exceeds $100,000.
The Services Agreement with JRG has been reviewed and approved as to form by the City Attorney’s Office.
Strategic Plan Goals
Goal 1: Strengthen City Credibility and Partnerships
Fiscal Impact
The fiscal impact is not-to-exceed $330,000. Sufficient funds are available in General Fund, City Administration Department, Community Promotion Division, Professional Services – Other Account No. 011-010-140-529215 for the current fiscal year and will be budgeted in subsequent fiscal years.
Attachments
1. Services Agreement with Jemmott Rollins Group, Inc.