City Council Agenda Report
Meeting Date: September 17, 2024
From: Robert Sousa, Chief of Police
Department: Police
Submitted by: Nicholas Perez, Lieutenant - Patrol Division Subject
Purchase Contract with D&R Office Works, Inc. for Furniture and Workspace Storage Recommendation
A. Approve the issuance of a Purchase Contract with D&R Office Works, Inc. (D&R) for the purchase of furniture items and workspace storage for the Police Department, for a total amount not-to-exceed $17,197; and
B. Authorize a contingency amount of eight percent (8%) or $1,376 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) has engaged D&R to facilitate improvements to office spaces and employee common areas throughout the Department. Efficiently designed workspaces are important for productivity and collaboration, consider the well-being and comfort of employees, and foster a positive work environment. The proposed plan includes replacing eight commercial-grade chairs in the conference room, a storage space for the Evidence Officer’s office, and furniture for the break room. The chairs and break room furniture flagged for replacement have been in use for over 10 years. D&R has estimated a six-week turnaround time 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…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 [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 as 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 $269,993.
Fiscal Impact
The fiscal impact is not-to-exceed $18,573 including an eight percent (8%) contingency. Sufficient funds are available in the General Fund, Police Department, Capital Equipment Non-Auto Account No. 011-030-300-660015 for the current fiscal year.
Attachments
1. D&R Office Works, Inc. Proposal