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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Agreement Award for As-Needed Citywide Furniture Design, Procurement and Installation Services
1. Resolution to dispense with competitive bidding and authorize the City Manager, or a designee, execute agreements with Margaret C. Pett Inc. and J K Milkin Inc. using pricing obtained from nationally competitively bid contracts under the California Multiple Award Schedules (CMAS) purchasing program for citywide furniture procurement, in a cumulative amount not to exceed $300,000 over a three-year term.
COUNCIL ACTION
Item Type: Action Item
Approved for September 29, 2026 calendar
EXECUTIVE SUMMARY
The Public Works Department is responsible for procuring furniture on behalf of all City departments for a variety of purposes, including replacement of damaged or obsolete furniture, accommodation resulting from ergonomic assessments, to provide accessibly or safety improvements and for office renovations. Currently, much of the city's furniture is purchased individually and assembled by city staff, which is an inefficient use of staff time and resources.
The California Multiple Award Schedules (CMAS) program, administered by the California Department of General Services (DGS), provides competitively awarded contracts that may be used by public agencies throughout California. Utilizing CMAS contracts enables the city to streamline procurement by leveraging pre-established pricing, terms, and conditions that have already been competitively solicited and evaluated by the State. In addition to providing competitive pricing, the proposed agreements include furniture design, delivery, and installation services, reducing the need for city staff to assemble furniture and improving the efficiency of furniture procurement. This approach allows the city to procure furniture and related services efficiently while remaining compliant with applicable public purchasing requirements.
Approval of the proposed Resolution will authorize the staff to execute two as-needed agreements with Margaret C. Pett Inc. and J K Miklin Inc., utilizing CMAS pricing, for a combined amount not to exceed $300,000 over a three-year term. These agreements will 2 10c
enable the Public Works Department to efficiently meet the city's anticipated furniture design, procurement, and installation needs over the next three years.
RECOMMENDATION
Approve a resolution to dispense with competitive bidding and authorize the City Manager to issue agreements to Margaret C. Pett Inc. and J K Milkin Inc. using pricing obtained from nationally competitively bid contracts under the CMAS purchasing program for citywide furniture procurement, in an amount not to exceed $300,000 cumulative over a three-year term.
ANALYSIS
Since 2014, the Public Works Department has centrally managed furniture procurement on behalf of all city departments. This includes office furniture such as desks, chairs, workstations, and cubicles; furniture for public spaces such as lobbies and libraries; and shelving and storage systems. Centralizing furniture procurement has improved efficiency, promoted standardization, and leveraged the city's purchasing power. Prior to implementation of this program, individual departments independently procured furniture, resulting in duplicated effort, inconsistent standards, and reduced purchasing leverage.
Until recently, the city primarily procured furniture through J K Miklin Inc., Margaret C Pett Inc., and Archi.txture LLC. Margaret C Pett Inc. and Archi.txture LLC provide a broad range of office furniture solutions, while J K Miklin Inc. specializes in library furniture.
These vendors provide comprehensive services that include field measurements, inventory of existing furniture, furniture layouts and design recommendations, product procurement, delivery, and installation.
Because these services combine professional design, product procurement, and on-site installation on an as-needed basis, they do not align precisely with the city's traditional procurement methods. Under the city's purchasing policy, design services are procured through professional services agreements, goods through purchase orders, and installation services under public works construction contracts. Although design-build contracting is authorized in limited circumstances, it is generally intended for defined capital improvement projects rather than ongoing furniture procurement. Utilizing competitively solicited cooperative purchasing contracts through the CMAS program provides the most practical and compliant procurement method for these integrated services.
The proposed CMAS agreements will streamline furniture procurement while ensuring competitively established pricing. Staff recommends executing three-year as-needed agreements with J K Miklin Inc. and Margaret C Pett Inc. with a combined not-to-exceed authorization of $300,000. Individual purchase orders will be issued as needs arise.
Recent renovation projects, including the Perkins Building, City Hall, the Police Building, and Central Library, have generated needs that exceed the city's existing purchasing thresholds. Most recently, the grant-funded Central Library lobby renovation required City Council approval to dispense with competitive bidding in order to procure furniture within 3 10c
the grant's required timeline. Establishing these as-needed agreements will enable the city to respond more efficiently to future furniture needs while avoiding project delays.
With these contracts in place, Council approved charge orders off of these contracts will enable to the city to efficiently procure furniture for projects if the need arises.
Both recommended vendors have successfully supported previous city projects and have consistently demonstrated responsive customer service, high-quality furniture products, and reliable installation services. Over the years they have prepared floor plans and AutoCad files giving their unique tools for handling upcoming requests from the city. The use of cooperative purchasing programs such as CMAS for furniture procurement is common among California municipalities, including the Cities of Burbank and Pasadena.
CMAS procurements require issuance of a city purchase order referencing the applicable CMAS contract and incorporating all required State provisions. This process ensures compliance with applicable procurement requirements while maintaining appropriate documentation and purchasing controls. By utilizing CMAS agreements, the city can reduce the administrative effort associated with repeated formal bidding processes while obtaining competitively priced furniture and related services.
Prior to the expiration of the proposed agreements, staff will evaluate the effectiveness of the CMAS procurement model, as well as any changes to the Glendale Municipal Code and the city's purchasing policy, to determine the most appropriate long-term procurement strategy for furniture purchases. Approval of the proposed Resolution will provide an efficient, transparent, and compliant procurement method that supports timely project delivery, facilitates compliance with grant requirements, and promotes responsible stewardship of public funds.
Due to projected budget constraints, furniture procurements over the next three years are expected to be limited. These contracts will be used primarily to replace broken or damaged furniture, respond to ergonomic assessments, and address identified safety and accessibility needs. Maintaining the capacity to quickly respond to identified workplace risks improves employee health and safety, supports productivity and operational efficiency, and can help reduce the likelihood of workers’ compensation claims and associated lost time.
The proposed contract amounts will not include furniture costs associated with major office renovations or capital improvement projects. These activities are expected to be minimal over the next three years. When such needs arise, as stated previously they will be brought to the City Council individually for approval through the applicable procurement process.
STAKEHOLDERS/OUTREACH
The Public Works Facilities Management Division will coordinate furniture procurement activities with all city departments to ensure that each department’s needs are addressed. Facilities staff will serve as the central point of contact for design, selection, ordering, and installation of furniture, working closely with department representatives to 4 10c
align specifications, timelines, and budgetary requirements. This collaborative approach ensures consistency across city facilities, maximizes efficiency, and maintains compliance with procurement policies.
FISCAL IMPACT
The proposed citywide furniture contract is $300,000 over three years, or approximately $100,000 per fiscal year, of which $100,000 was approved as a part of the FY 2026-27 budget. Funding for future years of the contract will be requested during the annual budget processes. No new appropriations are requested at this time. The City Council approved funding is summarized below.
The appropriation request is outlined below:
Existing Appropriation
Amount Account String Funding Source
$100,000 45150-6070-PWD-7538-P0000- Building Maintenance Fund
ENVIRONMENTAL REVIEW (CEQA/NEPA)
This project is Categorically Exempt under the provisions of California Environmental Quality Act (CEQA) as a Class 1 Exemption pursuant to California Code of Regulations, Title 14, Section 15301.
CAMPAIGN DISCLOSURE
In accordance with the City Campaign Finance Ordinance No. 5744, 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 more than ten percent interest in the company proposed for contract in this agenda item Report are attached in Exhibit 1 for Margaret C. Pett Inc. and Exhibit 2 for J K Milkin Inc.
ALTERNATIVES TO STAFF RECOMMENDATION
The City Council may reject the Resolution and direct staff to continue to procure furniture individually and without any design services maintaining the current process, which has proven administratively inefficient while burdening field staff.
ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Director of Public Works
Prepared by:
Lala Der-Bedrossian, Sr. Public Works Management Analyst 5 10c
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
1. Campaign Finance Disclosure for Margaret C. Pett Inc.
2. Campaign Finance Disclosure for J K Milkin Inc.