City Council Agenda Report
Meeting Date: June 4, 2024
From: Carlos Fandino, City Administrator
Department: City Administration
Submitted by: Lilia Hernandez, Assistant to the City Administrator Subject
Report on Contract Award Exemption Granted by the City Administrator Recommendation
Receive and file report on contract award exemption granted by the City Administrator for a Change Order to Purchase Contract No. 20240050 with Commercial Door of Los Angeles for the installation of a steel gate at the City Yard.
Background
On July 31, 2023, the Finance Department approved Purchase Contract No. 20240050 with Commercial Door of Los Angeles (Commercial Door) for an amount of $8,745 to replace the nonfunctioning gate leading into the City Yard. Commercial Door was selected based on their ability to perform the required work and competitive pricing, as quotes were requested from multiple vendors pursuant to the City’s informal selection requirements identified in Vernon Municipal Code (VMC) Section 3.32.100 (C). The purchase contract with Commercial Door was for removal of the existing sliding gate (that was immovable, fixed in the open position), and the installation of a new chain link sliding gate.
Due to unforeseen delays in the availability of chain link materials, however, the vendor provided an option to construct a steel gate as an alternative. Staff weighed the options to either wait for an undetermined period for chain link materials to become available or move forward with installation of a steel gate. While a steel gate would be more expensive than a chain link gate, a steel gate would be more durable, provide a higher level of protection, and would be a more timely option, as necessary materials were readily available. Additionally, having an inoperable gate in the open position added to security costs for the City, as a security guard was relocated from another City facility and was required to be stationed at the entrance to the City Yard after hours and all day Friday through Sunday to safeguard City facilities and assets.
Based on these circumstances, and pursuant to VMC Section 3.32.110 (B)(2), the City Administrator found that it was in the best interests of the City to issue a change order to Commercial Door in the amount of $21,798.65 without a further competitive process for the prompt installation of a steel gate at the City Yard. This report is now being provided to City Council pursuant to VMC Section 3.32.110 (B)(3) which requires the City Administrator provide a report to Council detailing the circumstances of such a finding.
Fiscal Impact
The fiscal impact of the change order was $21,798.65 bringing the total of the Purchase Contract to $30,543.65. Sufficient funds to cover the full amount were available in the General Fund, Public Works, Facilities Maintenance Division, Capital Outlay account number 011-040-415-660000 for the current fiscal year.
Attachments
None.