Finance and Management Services
www.santa-ana.org/finance
Item # 9
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 7, 2026
TOPIC: Office Furniture, Installation, and Related Services
AGENDA TITLE
Aggregate Purchase Order Contracts to Culver-Newlin Inc., GM Business Interiors, National Business Furniture, People Space, Pivot Interiors Inc., Quality Office Furnishings, Vari, and Yamada Enterprises for Office Furniture, Installation, and Related Services (Specification No. 23-080, 23-081, 23-082, 23-092, 26-079) (General Fund & Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to include Culver-Newlin of Corona, CA and Vari of Coppell, TX to the established list of approved vendors on the aggregate contracts listed below for an initial one (1) year term expiring on June 30, 2027, with provisions for two (2), one (1) year renewal options. The total not to exceed amount will not change.
VENDOR LOCATION
Culver-Newlin Inc. Corona, CA
GM Business Interiors Riverside, CA
National Business Furniture Milwaukee, WI
People Space Irvine, CA
Pivot Interiors Inc. Costa Mesa, CA
Quality Office Furnishings Yorba Linda, CA
Vari Coppell, TX
Yamada Enterprises Huntington Beach, CA
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The City establishes Purchase Order Contracts with vendors that provide services and materials required by various City Agencies on a recurring basis. In order to maintain a high-quality work environment, remain compliant with state and federal laws, and to accommodate both newly hired and current staff, the City currently provides office furniture, installation, and related services on an as-needed basis.
Office Furniture, Installation, and Related Services
July 7, 2026
5 8
6 1
On December 3, 2019, the City Council awarded contracts to five vendors for furniture, installation, and related services. Between 2020 and 2023, the City Council approved amendments to support office furniture needs associated with renovations at City Hall and the City Corporate Yard, increasing the number of approved vendors to seven and the aggregate contract authority to $10,507,548. To date, approximately $7.1 million has been expended under these contracts. The proposed action extends the contract term and does not increase the previously approved contract authority.
The master cooperative contract with Culver-Newlin has expired, however there is still outstanding work with this vendor. This approval will cover approved Culver-Newlin Inc. projects from July 1, 2026 through July 7, 2026. Vari is being requested to be added in order to provide an additional option for Departments. While the renovation initiative has winded down, there is still a need for routine furniture installation for maintenance and compliance purposes. Departments will continue to be able to utilize valid contracts from past Council approvals. The various furniture purchase order contracts have different expiration dates, currently ranging from November 14, 2027 through June 30, 2029. Staff will continue to monitor contract expirations and furniture needs and, if needed, return to the City Council with recommendations for replacement contracts.
Santa Ana Municipal Code, Section 2-807(d), authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The San Bernardino County Superintendent of Schools contract with Culver-Newlin Inc. for Furniture: Systems and Stand-Alone was awarded as a result of open, competitive bidding, and meets the City’s requirement. Additionally, the Region 4 ESC – TX contract with Vari for Ergonomic Workplace Solutions was awarded as a result of open, competitive bidding and meets the City’s requirements.
Staff recommends awarding Purchase Order Contracts with Culver-Newlin Inc. and Vari.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
No additional funding or contract authority is requested as part of this action. The proposed contract extensions and addition of a vendor do not increase the aggregate contract authority previously approved by the City Council.
Prior to utilizing the citywide contracts, requesting departments will ensure sufficient budget appropriations are available and follow the City's Purchasing Policies and Procedures. Future fiscal year funding, if needed, will be included in the proposed budgets for City Council consideration.
Submitted By: Alexander Trinidad, Executive Director, Finance and Management Services Agency
Office Furniture, Installation, and Related Services
July 7, 2026
5 8
6 1
Approved By: Alvaro Nuñez, City Manager