CITY OF SAN MATEO
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 4 Section Name: CONSENT CALENDAR Account Number: 10-4662 File ID: 26-11304 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 20, 2026
SUBJECT:
Marina Branch Public Library Restoration Project Furnishings and Shelving – Agreements RECOMMENDATION:
Adopt a Resolution to approve an alternative purchasing procedure for an agreement with Coordinated Resources, Inc. (CRI) to provide furnishings and installation services for the Marina Branch Library Restoration Project in the amount of $183,466.41; establish a contingency reserve in the amount of $30,000; adopt a Resolution to approve an alternative purchasing procedure for an agreement with Ross McDonald Co., Inc. to provide shelving and installation services in the amount of $238,652.85; establish a contingency reserve in the amount of $25,000; and authorize the Public Works Director to execute the agreements in substantially the form presented and issue change orders within the contingency amounts.
BACKGROUND:
The Marina Branch Public Library Restoration Project (Project) will implement critical improvements, including foundation and structural repairs; mechanical, electrical and plumbing upgrades; accessibility improvements; exterior and landscaping improvements; and a relocated deck. The Project is currently under construction, with an estimated completion date of February 2027.
In addition to the building and site improvements, the Project will procure and install new furnishings and shelving, including office, workstation, and public furniture, to replace the existing furniture and shelving that have exceeded their reasonable service life. Under the City’s Architectural Design Agreement with Siegel & Strain Architects, furnishing and shelving packages were developed with products approved by City library staff. The products are from reputable manufacturers known for durability and high commercial quality and are compatible with existing and preferred library equipment used by the City.
Furnishings would be purchased and installed using OMNIA Partners cooperative purchasing pricing through CRI. Shelving units would be purchased and installed using The Interlocal Purchasing System (TIPS) pricing through Ross McDonald Co., Inc. (Ross McDonald). Two separate purchasing organizations are being used because the shelving manufacturer's products are exclusively available through TIPS.
San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve alternative purchasing procedures when it finds doing so is in the best interest of the City. OMNIA Partners and TIPS are purchasing cooperatives that competitively solicit bids and award contracts for quality products, including furnishings and shelving. Public agencies can then utilize the awarded contracts that underwent the solicitation process to receive competitive pricing and the lowest available prices by manufacturers.
In addition, using this purchasing process will save the City and design team significant time and costs, allowing the City to
CITY OF SAN MATEO
procure the preferred furnishings and shelving. Procurement and installation of the furnishings through CRI and the shelving through Ross McDonald is in the best interest of the City as the cooperative purchasing process provides competitive solicited pricing, reduces staff and design effort, and ensures consistency with the City’s preferred products.
Staff recommends City Council adopt a Resolution to approve an alternative purchasing procedure for an agreement with Coordinated Resources Inc. to provide furnishings and installation services in the amount of $183,466.41 and an agreement with Ross McDonald Co., Inc. to provide shelving and installation services in the amount of $238,652.85 at the Marina Branch Library. Staff recommends contingency reserves for each agreement commensurate with the potential unknowns and risks tied to procurement and installation.
BUDGET IMPACT:
Sufficient funds are available in the Marina Library Structural Improvements Project (665100) to fund these agreements and contingency reserves.
ENVIRONMENTAL DETERMINATION:
This project is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)
STRATEGIC PLAN ALIGNMENT
This project supports the Healthy Community for All initiative.
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution (CRI)
Att 2 – Agreement (CRI)
Att 3 – Proposed Resolution (Ross McDonald)
Att 4 – Agreement (Ross McDonald)
STAFF CONTACT
Charlie Evans, Assistant Engineer
[email protected]
(650) 522-7320
Stephanie Piñon, Senior Engineer
[email protected]
(650) 522-7315