City Council Agenda Report
Meeting Date: February 20, 2024
From: Robert Sousa, Chief of Police
Department: Police
Submitted by: Nicholas Perez, Lieutenant - Patrol Division Subject
Purchase Order with D&R Office Works, Inc.
Recommendation
A. Approve the issuance of a Purchase Order with D&R Office Works, Inc. for the purchase of chairs and workspaces for the Police Department, for a total amount not-to-exceed $21,679; and B. Authorize a contingency amount of 8%, or $1,735 for unforeseen price increases or substitutions due to inventory availability, and grant authority to the City Administrator to issue Change Orders for an amount up to the contingency amount, if necessary.
Background
The Vernon Police Department (PD) is in the process of replacing cabinetry and workspaces in the Evidence Room and chairs throughout the Department. The plan includes storage space and cabinetry in the evidence-processing areas, which have not been furnished in nearly twenty (20) years. The chairs to be replaced have been in use for over ten (10) years. Staff is working with D&R Office Works, Inc. (D&R) to purchase twenty-eight (28) commercial-grade chairs for existing workspaces. D&R has given a six-week window to deliver and install the new furniture.
As a registered participant of OMNIA Partners, a cooperative purchasing organization, the proposed purchase from D&R is exempt from competitive bidding requirements pursuant to Vernon Municipal Code (VMC) Section 3.32.110(A)(5b), which exempts, “Contracts for supplies, equipment or services that can be purchased in cooperation with other public agencies, associations or when supplies, equipment or services can be purchased from a vendor offering the same prices, terms and conditions as in a previous award from the City or another public agency either by competitive bid or through a negotiated process and, in the opinion of the Finance Director, it is to the advantage of the City to do so.” OMNIA Partners provides competitively solicited cooperative purchasing contracts that comply with the City’s purchasing requirements.
Per VMC 3.32.030(B), City Council approval is required if, in the twelve (12) months preceding the effective date of a proposed new, renewed, or otherwise amended contract, the City has paid or awarded the vendor more than $100,000. Within the past twelve (12) months, the City has paid or awarded D&R a total of approximately $88,834 in contracts.
Fiscal Impact
The fiscal impact is not-to-exceed $23,414 including an eight percent contingency. Sufficient funds are available in General Fund, Police Department,Capital Equipment Non-Auto Account No. 011-030-300-660015, and Supplies Account No. 011-030-300-522000 for the current fiscal year.
Attachments
1. D&R Office Works, Inc. Proposal