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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Resolution Dispensing with Competitive Bidding and Authorizing a City-wide Furniture Professional Services Agreement Extension
1)Resolution dispensing with competitive bidding and Authorizing Amendments to the existing furniture services professional services agreements with J K Miklin, Inc. DBA Yamada (8000007), Archi Txture LLC DBA Catalyst (8000074), and Margaret C Pett Inc. DBA Info-Com (8000055) extending duration of the contracts by two years until December 31, 2025, with no additional funds added.
COUNCIL ACTION
Item Type: Action Item
Approved for January 23, 2024 calendar
EXECUTIVE SUMMARY
The Public Works Department oversees multiple professional services agreements for citywide furniture procurements at all municipal facilities. The three existing, 5-year professional services agreements expired on Jan 1, 2024, with remaining funding capacity that is estimated to accommodate the city’s furniture needs for the next two years. The three vendors were initially established through a request for qualifications and proposals (RFP/RFQ) process and would likely be the same proposers if there was a subsequent RFP/RFQ process.
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RECOMMENDATION
Extend the existing three furniture contracts by two years, with no funding added.
ANALYSIS
The Public Works Department is responsible for the maintenance, repair, and appurtenances of all city buildings and systems including fire stations, police station, libraries, parks, civic center, utility sites, corporation yards, and parking garages, totaling over 200 facilities and 1,580,000 occupied square feet. This responsibility includes the procurement of new furniture for all municipal facilities.
The furniture procured is often related to ergonomic assessments or to replace older worn and obsolete office furniture.
On December 18, 2018, the City Council approved a resolution authorizing five- year contracts with Catalyst, Info-Com, and Yamada for a cumulative not-to- exceed amount of $2,750,000.
Over the five years of the contracts, all three contractors have provided satisfactory services. The existing contracts recently expired with a cumulative remaining capacity of approximately $850,000, which staff estimates to be adequate to accommodate two more years of services. Due to the Covid-19 pandemic and resulting work-from-home policies and temporarily closed public buildings, these furniture contracts were underutilized over the past five years.
Each of the three firms individually provides access to standard furnishings commonly at city facilities and/or unique product lines specific to library furnishings; collectively they provide the city with access to manufactures that are consistent with the city’s existing furniture systems.
By extending the contracts with all three vendors, it will provide the city with immediate access to the needed services, while maintaining the existing terms and conditions currently in effect.
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STAKEHOLDERS/OUTREACH
To provide the necessary building related services, it is essential for the Public Works Department to maintain available resources.
Stakeholders include:
•City Department Representatives
•Visitors to City Facilities
No public outreach for these ongoing maintenance contracts is expected to be needed. 3{{section.number}}b
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FISCAL IMPACT
The three furniture contracts will cost approximately $850,000 for two years. The cost for these services for the last six months in FY 2023-24 is estimated to be $120,000 which was approved as a part of the FY 2023-24 budget. No new appropriation is being requested at this time. Future year costs will be budgeted as part of the annual budget process. The City Council approved funding is outlined below:
Existing Appropriation
Amount Account String Funding Source
$120,000 45150-6070-PWD-7538 Building Maintenance
Fund
ENVIRONMENTAL REVIEW (CEQA/NEPA)
This project is Categorically Exempt under the provisions of the California Environmental Quality Act (CEQA) as a Class 1 Exemption pursuant to the California Code of Regulations, Title 14, Section 15301.
CAMPAIGN DISCLOSURE
In accordance with the City Campaign Finance Ordinance, the following are the names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with 10% interest or more in the firm proposed for contract in this Agenda Item Report:
Yamada Enterprises
Full Name Title Business
Address
City State Zip
Linda
Braverman
President 16552 Burke
Avenue
Huntington
Beach
CA 92647
Info-Com Business Products
Full Name Title Business
Address
City State Zip
Margaret C.
Pett
CEO /
President
1472 Morada
Place
Altadena CA 91001
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Catalyst
Full Name Title Business
Address
City State Zip
Jim Skidmore COO 4780 Eastgate
Mall, #110
San Diego CA 92121
Robert Roberts CFO 4 Park Plaza,
#100
Irvine CA 92614
Bill Kuhnert 10% 4780 Eastgate
Mall, #110
San Diego CA 92121
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Rebidding the furniture contracts would take many months and most likely yield the same vendors at new and higher pricing.
Alternative 2: Do not establish new contracts and bid each furniture installation individually. This would significantly slow the process and delay needed items.
ADMINISTRATIVE ACTION
Submitted by:
Kevin C. Todd, Assistant Director of Public Works
Prepared by:
Kevin C. Todd, Assistant Director of Public Works
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
NA