City Council Agenda Report
Meeting Date: March 21, 2023
From: Carlos Fandino, City Administrator
Department: City Administration
Submitted by: Diana Figueroa, Administrative Analyst
Subject
Contracts Approved by City Administrator
Recommendation
Receive and file the report on contracts approved by the City Administrator pursuant to Vernon Municipal Code Section 3.32.110(B)(3).
Background
Sections 3.32.110(B)(2) and (B)(3) of the Vernon Municipal Code authorize the City Administrator to exempt specific contracts from the City’s competitive selection process, and make the finding that the best interests of the City are served by a direct award of the contract without a competitive selection process. The City Administrator’s authority is limited to contracts with a total value up to $100,000. If the City Administrator makes such finding(s), the City Administrator must also submit a written report to the City Council detailing the reasons for the direct award(s).
Recently, the City Administrator approved two Service Agreements that fall under the best interests of the City exemption category:
1. Services Agreement with Southeast-Rio Vista Family YMCA (the Y), a Branch of the YMCA of Metropolitan Los Angeles for Community-based Wellness Programming for the City of Vernon; and
2. Temporary Staffing Services Agreement with Trillium Staffing Solutions (Trillium).
YMCA Services Agreement
To make available to its residential and daytime business population social and recreational enrichment programs that are generally offered in traditional-type cities, the City of Vernon entered into a Services Agreement with YMCA Metropolitan Los Angeles/Southeast Rio Vista Family YMCA in 2020. For the last three years, the City has partnered with the Y, a wellestablished nonprofit organization, to address the health and wellness needs of the Vernon community. The term of the City’s existing agreement with the Y was set to expire on February 3, 2023. To ensure that the City continues to make available such programs to Vernon residents, a new Services Agreement with the Y to maintain no-cost access to these valuable services was approved for an amount of $100,000 for a three-year term, with an effective date of February 4, 2023.
Because of the Southeast Rio Vista Family Y’s unique, comprehensive service offerings, its proximity to Vernon (located in nearby Maywood), the large percentage of existing Vernon family memberships (approximately 50 households), and the City’s recent investment in the sports facilities at the Southeast Rio Vista location (Dodgers Dreamfield sponsorship), the City Administrator determined that a direct award of a services agreement to the Y for the purpose of effectuating well-rounded, thoughtful, wellness programs for Vernon would be in the best interests of the City.
Trillium Temporary Staffing Services Agreement
In response to a request for temporary staffing support for City Administration to assist with various Citywide projects, programs, and tasks for an approximate duration of six months, the Human Resources Department conducted an informal bidding inquiry that resulted in six vendor replies.
Due to immediate staffing needs and unsuccessful efforts to fill a permanent vacancy for the Department‘s Management/Administrative Analyst position, the City Administrator determined that a direct award of a services agreement for an amount not-to-exceed $100,000 with Trillium to provide temporary staffing would be in the best interests of the City. For the desired temporary position level, a Management/Administrative Analyst (hourly pay range of $42.98 – $52.24), Trillium offers a large pool of qualified candidates and the firm’s placement fees are comparable to other reputable staffing agencies. In addition to providing a competitive proposal, Trillium has been very responsive while engaged with the City on its staffing needs and can offer the City quality candidates from which to select. Trillium will waive its resource placement fee after six months of a temporary assignment should the City ultimately decide to permanently hire the candidate.
Although the Services Agreement was approved for $100,000, staff anticipates that the approximate expense will ultimately be approximately $80,000. The position will be fully paid from grant funds allocated to the Cap and Trade account associated with Vernon Public Utilities, as the Management/Administrative Analyst work assignments are aligned with duties that are covered by the grant.
Fiscal Impact
The fiscal impact is not-to-exceed $100,000 for the YMCA Services Agreement. Sufficient funds are available in City Administration, Community Development Account No. 011-010-160-529715 for the current fiscal year and will be budgeted in subsequent years. The fiscal impact is not-toexceed $100,000 for the Trillium Services Agreement. Sufficient funds are available in the Vernon Public Utilities, Electric Fund, Professional Services - Other Account No. 055- 050-595-529215 for the current fiscal year and will be budgeted in subsequent years.
Attachments
None.