Library
www.santa-ana.org/library
Item # 14
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 1, 2024
TOPIC: Furniture for Main Library Renovation Project
AGENDA TITLE
Agreements with New Tangram, LLC dba Tangram Interiors, Goforth & Marti dba G/M Business Interiors, and J.K. Miklin, Inc. dba Yamada Enterprises for Public and Office Furniture and Installation Services for the Main Library Renovation Project (No. 24- 080A) (General Fund) (Revive Santa Ana)
RECOMMENDED ACTION
1. Authorize the City Manager to execute an agreement with New Tangram, LLC dba Tangram Interiors to provide and install public-facing and office furniture at the Main Library, in an amount of $674,658 plus a 15% contingency amount of $101,198, for a total amount not to exceed $775,856, for a term expiring December 31, 2026, with provision for one, one-year renewal option (Agreement No. A-2024-XXX).
2. Authorize the City Manager to execute an agreement with Goforth & Marti dba G/M Business Interiors to provide and install public-facing furniture at the Main Library, in an amount of $307,999 plus a 15% contingency amount of $46,200, for a total not-to-exceed amount of $354,199, for a term expiring December 31, 2026, with provision for one, one-year renewal option (Agreement No. A-2024- XXX).
3. Authorize the City Manager to execute an agreement with J.K. Miklin, Inc. dba Yamada Enterprises to provide and install library-specific furniture at the Main Library, in an amount of $411,964 plus a 15% contingency amount of $61,795 for a total not-to-exceed amount of $473,759, for a term expiring December 31, 2026, with provision for one, one-year renewal option (Agreement No. A-2024- XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
Public library furniture and design plays a significant role in determining how the community interacts with their library and the importance they ascribe to its existence. If
Furniture for Main Library Renovation Project
October 1, 2024
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Santa Ana residents believe they are being offered a high-quality public space, they are much more likely to return and utilize this important community resource in a positive and constructive manner.
To ensure the community’s needs will be met, a request for Proposals (RFP) No. 24- 080A for library furtniture was issued on June 6, 2024 on the City’s online bid management and publication system. The RFP split library public-facing furniture and office furniture across four packages to increase competition and ensure the best pricing possible for the Main Library Renovation Project. Furniture packages included public-facing furniture (i.e., TeenSpace seating, outdoor patio furniture, etc.), library- specific furniture (i.e., reader tables, circulation desk, service desk, etc.), and office furniture for staff use. A summary of vendor participation and results is as follows:
•148 Vendors notified
•4 Santa Ana vendors notified
•41 Vendors downloaded the RFP packet
•4 Proposals received
•0 Proposals received from Santa Ana vendors
Proposals were solicited, opened on July 17, 2024, and evaluated. Four proposals were submitted by the RFP deadline and three were determined to be responsive to the specifications and met the City’s requirements. The proposal submitted by The Office- Furniture Solutions, Inc. was deemed non-responsive as it did not include the approved specifications of the RFP. An evaluation committee reviewed and rated the proposals according to the criteria listed in the RFP.
Staff recommends awarding agreements to the highest-ranked firms in each furniture package as follows:
Package & Description Vendor Location Exhibit
A - Public-Facing Furniture Goforth & Marti Irvine, CA Exhibit 1 B - Public-Facing Furniture New Tangram, LLC Newport Beach, CA Exhibit 2 C - Library-Specific Furniture J.K. Miklin, Inc. Huntington Beach, CA Exhibit 3 D - Office Furniture New Tangram, LLC Newport Beach, CA Exhibit 2 Each of the above-listed proposers demonstrated a firm understanding of the project’s aesthetic and needs; provided the best, most responsive furniture selections; understood the project goals and delivery timelines contingent upon construction completion; described ample experience working with libraries; and provided the most reasonable and competitive pricing for their respective categories.
Since Revive Santa Ana (American Rescue Plan Act) funds will be used for the furniture purchases, the agreements must be executed prior to the federal funding obligation deadline of December 31, 2024. However, construction completion for the Main Library Renovation Project is not anticipated until March 2026. To avoid storage fees and Furniture for Main Library Renovation Project
October 1, 2024
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ensure the furniture is installed at the appropriate time, the Library will postpone submitting furniture orders until approximately September 2025. A 15% contingency per agreement will help to offset any furniture selections that may be discontinued or cost increases that may be incurred prior to the furniture officially being ordered.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are budgeted and available in the following accounts, and will be presented to the City Council for approval of carryforward to FY 2024-25 as part of the citywide carryforward process. Additional proposed carryovers of unspent funds to future fiscal years will be presented to the City Council for approval as needed depending on the Main Library Renovation Project construction timeline.
The following table summarizes the funds budgeted for expenditure for furniture services:
Fiscal
Year
Accounting Unit
- Account No.
(Project No.)
Fund
Description
Accounting Unit,
Account No.
Description
Amount
Existing Budget To Carryforward To FY 24-25
2024-25 18111013-66200
(22-1380)
American
Rescue Plan
Act (ARPA)
ARPA LIBRARY –
Buildings & Building
Improvements
$1,351,466
2024-25 01111017-66200
(22-1380) General Fund
Library Service
Enhancement –
Buildings & Building
Improvements
$252,346
Total $1,603,812
EXHIBIT(S)
1. Agreement with New Tangram, LLC dba Tangram Interiors
2. Agreement with Goforth & Marti dba G/M Business Interiors
3. Agreement with J.K. Miklin, Inc. dba Yamada Enterprises Submitted By: Brian Sternberg, Executive Director of Library Services Approved By: Alvaro Nuñez, City Manager