TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Cathi Johnson, Community Services Director
DATE: March 12, 2025
SUBJECT: APPROVAL OF PROCUREMENT FOR FURNITURE
REPLACEMENT (YEAR 1) AT THE CROWELL PUBLIC
LIBRARY
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
Inviting and Relevant City Facilities
BACKGROUND
As the Crowell Public Library and its interior furnishings are 16 years old, staff submitted a Capital Improvement Plan (CIP) project request for the fiscal year 2024-25 budget cycle to address the aging condition of most of the Library’s public seating. On May 31, 2024, the Council approved the City’s budget, including a two-year project budget of $86,000 for a phased approach to refresh, restore, and replace approximately 198 pieces of public seating including benches, study seats, computer chairs, lounge chairs, cushioned stools, wingback chairs, vinyl lounge chairs, upholstered armless chairs, youth desk chairs, single seat upholstered chairs, and outward/inward curved upholstered seats. Note: public seating in the Library consists of 282 pieces, and only 198 are being recommended for replacement/re-upholstery.
At the Library Board of Trustees meeting on July 22, 2024, a Furniture Ad Hoc Committee was created. The Committee consists of: Community Services Director Johnson, Library Manager Vera, Furniture Consultant Diane Lam from Dotrio, Inc., Trustee Chien, and Trustee Domier.
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
DISCUSSION
The Committee met on November 20, 2024, to review chair options with Furniture Consultant Diane Lam. Ms. Lam originally presented three sample chairs, but at the request of staff, provided one additional sample chair for a total of four. At the meeting, the Committee selected three desk chairs to include in the public engagement survey. Images of the three options are included as Attachment 1.
Between January 2 and January 5, community members were invited to vote for their favorite desk chair for the Library. This initiative was promoted through flyers at the Library, on the TV displays at the Library, and on the Library’s social media accounts (Facebook and Instagram). Three chairs were available to vote on, and the chairs were available on-site for community members to sit in and test out. With 33 of 52 votes, the JSI Knox chair was the preferred chair, which aligned with the opinions of staff.
Due to the high quality of the frames on the computer chairs and children’s and young adult furniture, it was decided to reupholster the pieces that could not be cleaned any longer. Event room chairs selected for the Barth Community Room were chosen due to feedback Ms. Lam has received regarding their quality and functionality.
The total cost of the procurement is $80,806.41. As this is a two-year project, staff plan to purchase the desk chairs (67 in total) in this fiscal year, which equates to $43,145.19. The project budget for the current fiscal year is $43,000, putting this procurement $145.19 overbudget. However, Library’s Donation Fund (account #281-90-4376-0000, Materials & Supplies) has available budget to cover this minor expense. To summarize the two-year project, the total cost is $43,145.19 in year 1 and $37,661.22 in year 2.
The remaining items will be included in year 2 of the project:
Description Quantity Cost
Cleaning of Existing Furniture 10 $996.46
Reupholstery of Existing Furniture 41 $23,524.76
Purchase of Chairs for Barth Community Room 80 $13,140.00 Total Cost: $37,661.22
This agenda item was presented to the Library Board of Trustees on February 24, 2025, as a “receive and file” item. The next step in this process is to seek Council approval for Phase 1/Year 1 of the procurement. Due to the dollar amount (greater than $30K in one year), Council approval is needed.
FISCAL IMPACT & PROCUREMENT REVIEW
The fiscal year 2024-25 Capital Equipment Fund (account #591-90-4613- 0556, Library Furniture Replacement) has a budget of $43,000. The restoration and replacement scheduled to occur this year will cost $43,145.19.
The Capital Equipment Fund will fund $43,000 and the remaining amount will be paid out of the Library’s Donation Fund (account #281-90-4376-0000, Materials & Supplies). Staff have submitted a Capital Improvement Plan project request for $43,000 for fiscal year 2025-26 to complete the second half or Phase 2 of the project.
The purchase is in compliance with the City’s procurement policy, as the Department will be using a cooperative purchasing agreement in accordance with SMCC 02.06.05.B.6.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council approve of the procurement of the 67 desk chairs from Yamada Enterprises totaling $43,145.19 to complete Year 1 of the budgeted furniture replacement at the Crowell Public Library. If the Board concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve of the procurement of the 67 desk chairs from Yamada Enterprises totaling $43,145.19 to complete Year 1 of the budgeted furniture replacement at the Crowell Public Library.”
ATTACHMENTS
1. Images of Desk Chairs Included in the Public Feedback Initiative
2. Quotation #24208-P R4 from Yamada Enterprises
3.California Multiple Award Schedule (CMAS) Number 4-2-08-1008