City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JULY 19, 2022 FROM: POLICE DEPARTMENT WARDS: ALL
SUBJECT: FIRST AMENDMENT TO SERVICES AGREEMENT WITH NATIONAL RELOCATION SERVICES, INC. FOR REMODEL OF CUBICLES FOR THE PROPERTY AND FORENSIC UNITS AT THE MAGNOLIA POLICE STATION INCREASING COMPENSATION BY $8,977.30 FOR A TOTAL AMOUNT OF $54,171.24 AND NO EXTENSION OF THE ESTABLISHED 12 MONTH TERM.
ISSUE:
Approve the First Amendment to Services Agreement with National Relocation Services, INC., of Pomona, California, for the remodel of the cubicles for the Property Unit and the Forensic Unit at the Magnolia Police Station increasing the compensation by $8,977.30 for a total amount of $54,171.24 with no extension of the established 12-month term.
RECOMMENDATIONS:
That the City Council:
Approve the First Amendment to Services Agreement with National Relocation Services, INC., of Pomona, California, for the remodel of the cubicles for the Property Unit and the Forensic Unit at the Magnolia Police Station increasing the compensation by $8,977.30 for a total amount of $54,171.24; and Authorize the City Manager, or designee, to execute the First Amendment to Services Agreement with National Relocation Services, INC., of Pomona, California, including making minor and non-substantive changes.
BACKGROUND:
The Police Department began requesting quotes for the potential remodel of cubicles in the Property Unit and Forensic Unit at the Magnolia Police Station in the beginning of calendar year 2021. Three quotes were obtained in February 2021 and National Relocation Services, INC. (NRS), of Pomona, California, was determined to have the lowest quote.
On September 21, 2021, the City Council authorized a supplemental appropriation in the amount of $120,116.82 in the General Fund, Police Support Services Account, utilizing funds on hand in the Special Deposits Fund, Evidence Trust Account for the purposes of much needed renovations to Police facilities including the Property Unit and the Forensic Unit at the Magnolia Police Station.
On or about February 14, 2022, the City of Riverside entered into a Services Agreement with NRS for the remodel of cubicles at the Magnolia Police Station for a 12-month term in the amount of $45,193.94.
The City of Riverside utilizes a County of Riverside contract with G/M Business Interiors to purchase miscellaneous office furniture, under Purchasing Resolution No. 23812, Section 702(f). In this case, a quote from NRS came in lower than the G/M Business Interiors quote with the County contract pricing. This is due to the use of refurbished workstations being installed, allowing for greater cost savings.
DISCUSSION:
Due to unexpected delays in the process and the general increases in cost for all goods and services over the past year, the Police Department is requesting an Amendment to the Service Agreement with NRS that will increase the compensation by $8,977.30 for a total compensation of $54,171,24. The cost increase is solely related to the cost of the products and is needed for completion of the work.
Purchasing Resolution No. 23812, Section 1104(b) states, “Change Orders. Modifications to a Purchase Order shall be made only by Change Order…Unless otherwise specifically authorized by the Awarding Entity, Change Orders which cumulatively exceed the following will require Awarding Entity approval:…(b) Any Change Order which causes the contract price to exceed $50,000, if the Contract and/or Purchase Order was not previously approved by the Awarding Entity.” The Purchasing Manager concurs that this recommendation is compliant with Purchasing Resolution No. 23812, Section 1104(b).
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority No. 6 - Infrastructure, Mobility and Connectivity and Goal No. 6.2 – Maintain, protect and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
This item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – The Riverside Police Department is dedicated to improving the quality of life by creating a safe environment in partnership with the people it serves. The cubicle remodel for the Property and Forensic Units will improve the Police facilities in order for Police Department staff to have the resources to achieve this goal.
Equity – The cubicle remodel will provide an environment where Police Department support staff can contribute to the mission of providing public safety services to all residents in the City of Riverside.
Fiscal Responsibility – The cubicle remodel will not be funded by the General Fund but through Evidence Trust Funds that will be used for Police facility improvements, such as this one, and alleviate pressure on the General Fund ensuring responsible management of the City’s financial resources.
Innovation – The cubicle remodel is a minor facility improvement that will allow Police Department staff to better address the Community’s changing needs and prepare for the future.
Sustainability & Resiliency – The cubicle remodel will ensure that the Police Department has the capacity to preserve, adapt, and grow with the needs of the community.
FISCAL IMPACT:
The total fiscal impact of the action is $8,977.30. The project total will be $54,171.24, of which, $45,193.94 is already encumbered. Sufficient funds are budgeted and available in the General Fund, Police Support Services Maintenance/Repair of Buildings & Improvements account no. 3102000-424130 for Fiscal Year 2021-2022. These funds were appropriated from the Special Deposits Fund, Evidence Trust Account on September 21, 2021.
Prepared by: Larry V. Gonzalez, Chief of Police
Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer Approved by: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
First Amendment to Services Agreement with National Relocation Services, INC. 1st Amendment for Cubicle Remodel – Page 3