City Council Agenda Report
Meeting Date: June 18, 2024
From: Freddie Agyin, Director of Health and Environmental Control Department: Health and Environmental Control
Submitted by: Veronica Petrosyan, Deputy Director of Health and Environmental Control
Subject
Purchase Contract with D&R Office Works, Inc.
Recommendation
Approve and authorize issuance of a purchase contract with D&R Office Works, Inc. (D&R) for fiscal year 2024-2025 for the purchase, delivery, and installation of office furniture for the Department of Health and Environmental Control and Vernon Public Utilities for a total amount not-to-exceed $210,871.27.
Background
The Department of Health and Environmental Control and Vernon Public Utilities have engaged D&R to upgrade the furnishing of the existing offices, cubicles, and a conference room.
The Health Department remodel consists of the following:
• Furniture for the Director’s office
• Furniture for the Deputy Director’s office
• Workstation configuration upgrades and furniture for eight cubicles • Furniture for the conference room
The Vernon Public Utilities remodel consists of the following:
• Furniture for Assistant General Manager’s Office
• Furniture for two Utilities Compliance Administrator's Offices • Furniture for Integrated Resources Manager cubicle
• Furniture for Civil Engineer cubicle
The Health Department upgraded cubicle configuration and furniture will add an additional workstation for the new staff analyst position and improve ergonomics in the workplace by including height-adjustable desks. The new open floor plan with shorter cubicle walls encourages collaboration by making communication easier for employees and helps create strong camaraderie. Open floor plans also improve lighting, reduce workload stress, and improve productivity.
As a registered participant of the OMNIA Partners, a cooperative purchasing organization, D&R is exempt from competitive bidding and competitive selection pursuant to Vernon Municipal Code (VMC) Section 3.32.110(A)(5) and (B)(1) which indicates that contracts for supplies, equipment or services can be purchased in cooperation with other public agencies or associations through a negotiated process when it is in the opinion of the Finance Director, or designee, it is to the advantage of the City to do so. The Financial Services Administrator concurs that it is advantageous for the City to move forward with the proposed purchase from D&R.
Per VMC Section 3.32.030(B), City Council approval is required if the city has paid or awarded the vendor more than $100,000 in the twelve (12) months preceding the effective date of a proposed new, renewed, or otherwise amended contract. Within the past twelve (12) months, the City has paid or awarded D&R approximately $59,121.07 in contracts.
Fiscal Impact
The fiscal impact for the projects is not-to-exceed $124,360.06 in the General Fund and $86,511.21 in the Electric Fund. Sufficient funds are budgeted in General Fund, Public Works Department, Facilities Maintenance Division, Capital Outlay Account No. 011-040-415-66000 and Electric Fund, Administration Department, Capital Outlay Account No. 055-050-580-660000 for fiscal year 2024-25.
Attachments
1. Health Department Quote
2. Vernon Public Utilities Quote