2 25-88819
CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Dispensing with Competitive Bidding and Authorizing an Amendment to the Agreement for Furniture Consultation, Design, Procurement and Installation Services for a Grant Funded Furniture Procurement for Central Library
1. Resolution dispensing with competitive bidding and authorizing the City Manager or a designee to execute an amendment to the agreement for Furniture Consultation, Design, Procurement and Installation Services with J K Miklin, Inc. DBA Yamada (8000007) increasing the contract amount by $400,000 and extending the duration to June 30, 2026.
COUNCIL ACTION
Item Type: Action Item
Approved for September 30, 2025 calendar
EXECUTIVE SUMMARY
The Public Works Department oversees multiple professional services agreements for citywide furniture procurements at all municipal facilities, including a not-to-exceed contract with J K Miklin, Inc. DBA Yamada (Yamada) that has a remaining balance of approximately $147,000, which expires December 31, 2025.
The Library Arts & Culture Department (LAC) secured grant funding from the California State Library (CSL) Targeted Grant in 2023, for various items including new furniture for the main library floor to better complement the recent improvements constructed elsewhere in the facility. Using Yamada, who specializes in furniture configurations for libraries, will allow the city to complete these grant funded improvements on time and improve Central Library’s sustainability, security, flexibility and usability.
The total cost for this final stage of the grant approved work is approximately $500,000.
Therefore, the proposed amendment will increase the contract amount by $400,000 to a new not-to-exceed amount of $1,100,000 and extend the contract duration by six months to June 30, 2026.
22 25-88819
6 3
8 2
RECOMMENDATION
Approve resolution to dispense with competitive bidding and authorize an amendment to the agreement for Furniture Consultation, Design, Procurement and Installation Services with J K Miklin, Inc. DBA Yamada (8000007) increasing the contract amount by $400,000 and extending the duration to June 30, 2026.
ANALYSIS
On April 18, 2023, City Council accepted a California State Library Targeted Grant for Glendale Central Library Capital Outlay and Maintenance in the amount of $6,095,000.
This funding, secured by then Assemblymember Laura Friedman, supplements the December 13, 2022, Council-approved and appropriated Building Forward grant and associated matching funds to create vibrant, engaging spaces for children and teens, while also improving the building’s sustainability, security, flexibility and usability.
The scope of the original project included renovating the Children’s Space, Teen Space, and Sound Space as well as general building improvements and repairs such as replacing the leaking roof and adding a 400-kilowatt-hour solar panel system.
The project cost breakdown included:
Children and teen spaces and second-floor restrooms - $ 8 million, Roof repair - $3 million, and
Solar panel system, new air handler, safety improvements, security cameras, and other miscellaneous building improvements - $3.7 million.
After the completion of the Youth Spaces Renovation Project, and as part of the project scope around facility upgrades, LAC contracted with Johnson Favaro to create a design for the Central Library main floor which would create a cohesive look and feel to the library, using community input from the Youth Spaces Renovation project and staff input on day-to-day operations.
As part of a Request for Proposal process in December 2018, the Council approved a resolution authorizing five-year contracts with Yamada, Catalyst, and Info-Com for a cumulative not-to-exceed amount of $2,750,000. On January 23, 2024, the City Council approved an extension to the duration of those contracts by two years until December 31, 2025, with no additional funds added. The approved not-to-exceed amount has been fully absorbed by all three contracts with the Yamada contract currently having $147,000 in remaining balance.
The architect’s estimate for the Central Library main floor furniture improvements is $500,000. Accounting for the remaining Yamada contract balance and any potential unforeseen expense, an increase of $400,000 to the furniture agreement is needed.
These expenses will be covered by the Facility upgrades portion of the Glendale Central Library Capital Outlay and Maintenance project funding from the California State Library Targeted Grant.
Yamada is the only furniture vendor available with access to the scope of manufacturers 23 25-88819
6 3
8 2
necessary to complete the design, some of whom will be creating custom pieces such as artificial trees. Additionally, they were originally awarded this agreement following a request for proposals process.
Public Works staff is currently in the process of initiating a new competitive bidding process to select new furniture vendors to replace the city’s three expiring contracts which will be presented to the City Council in the future for approval.
STAKEHOLDERS/OUTREACH
In September 2021, LAC held two online public input meetings. Engaged community members, parents, and teenagers heard Johnson Favaro present on the current state of the Youth Spaces, anticipated needs, and current design schemes. They provided critical, nuanced feedback and input that was later incorporated into the design process. In addition to these community meetings, a teen survey was conducted, and boards with proposed design images were placed in the children’s room and teen collection area for patrons to give input at their convenience.
Additionally, in summer 2023, LAC contracted with Little Diversified Architectural Consulting to conduct a Service Area Study, which included community input through surveys and community meetings on library space needs and services.
FISCAL IMPACT
The proposed furniture contract amendment will cost $400,000, which was approved as a part of the FY 2025-26 budget. No new appropriation is being requested at this time.
The City Council approved funding is outlined below:
Existing Appropriation
Amount Account String Funding Source
$400,000 PL: LAC00988AG
GL: 45150-2750-LAC-0020-P0000
Library Fund
Department Cost Center Program
Library Arts &
Culture
Projects
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 No. 5744, 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 more than ten percent interest 24 25-88819
6 3
8 2
in the company proposed for contract in this agenda item Report are attached in Exhibit
1. ALTERNATIVES TO STAFF RECOMMENDATION
1. The City Council may choose to not approve the resolution. This will stop the work of the design and funds will not be expended by the grant deadline and will need to be returned.
2. The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Director of Public Works
Prepared by:
Lessa Pelayo-Lozada, Director of Library, Arts & Culture Shea Eccleston-Banwer, Public Works Administrator
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
Exhibit 1 - Campaign Finance Disclosure