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HomeMy WebLinkAboutItem 2e - Purchase of New Furniture and Charging Systems for the Library from Yamada Enterprises DATE: December 5, 2017 TO: Honorable Mayor and City Council FROM: Darlene Bradley, Director of Library and Museum Services Prepared by: Roger Hiles, Library Services Manager SUBJECT: PURCHASE ORDER WITH YAMADA ENTERPRISES FOR PHASE II OF NEW FURNITURE AND CHARGING SYSTEMS FOR THE ARCADIA PUBLIC LIBRARY IN THE AMOUNT OF $93,343.87 Recommendation: Approve SUMMARY It is recommended that the City Council authorize the City Manager to enter into an agreement with Yamada Enterprises to purchase 40 study cubicles with integrated device charging systems, and 40 chairs for the Arcadia Public Library’s South Gallery (“Silent”) Study Room in the amount of $93,343.87. This purchase would be through Yamada Enterprises. Prices are based upon California Multiple Award Schedules (“CMAS”), which meet the purchasing guidelines for the City. By working directly with Yamada Enterprises, even lower prices were secured, reducing some items by as much as 36%. Sufficient funds are available in the City’s FY 2017-18 Equipment Acquisition Budget to purchase the items being requested. BACKGROUND In 2015, the Library conducted a Community Needs Assessment, and additional seating was identified as one of the top three needs of the Library. Staff developed a three- phase plan that would add 75 more seats for the public. Phase I, approved and installed last year, replaced unneeded shelving with wall-mounted tables that included device charging and also added casual seating that accommodated laptop or tablet use. Phase II replaces existing tables in the Library’s South Gallery (“Silent”) Study Room with expanded and enhanced seating. The space currently includes 12 seats at tables and 18 seats at “Index” tables—tables designed to provide seating for users of the Purchase New Furniture and Charging Systems for the Library December 5, 2017 Page 2 of 3 bound, printed indexes which were used in research before the advent of electronic searching in the 1980s. Since these indexes were phased out decades ago, the tables have been repurposed as general-use study tables, although they provide minimal 20 inch work spaces. Because of the cramped spaces, the middle seats often go unused. Charging capabilities for phones, laptops, and tablets are a frequent patron request, and the few electrical outlets in the area currently are on the floor and patrons have to crawl under tables to access them. Adding two rows of paired study cubicles would allow for a more efficient use of the space. Modern cubicles with convenient device charging capabilities would also meet important patron needs. This plan represents a 33% increase in the amount of seating in the space, and a 700% increase in the number of connecting ports. In addition, this proposal will provide for an 80% increase in available table space for most patrons. A variety of furniture options were explored and narrowed down to furnishings that are designed exclusively for public use, are highly durable, flexible, aesthetically pleasing, match well with existing furniture, and which meet the needs of a modern public workspace. Worden Bridge cubicles and Worden TJ-series chairs are being proposed. The Worden Bridge (also used in Phase I) will be configured as connected double cubicles, which include a wiring system running through them to provide dual AC power and USB charging ports for each patron. The TJ-series chairs include a sturdy metal frame and a wooden back and seat that will match the stain used in the cubicles. Worden is a popular maker of high quality library furnishings, and customers include the Cambridge Public Library, the Palo Alto Public Library, and the Los Angeles County Public Library (West Hollywood Branch). DISCUSSION Prices for all items to be purchased are based upon California Multiple Award Schedules (“CMAS”), which meet the purchasing guidelines for the City. CMAS contracts offer a wide variety of commodities and products at prices that have been assessed to be fair, reasonable, and competitive. By working directly with Yamada Enterprises, lower prices than the standard CMAS contract prices were secured, including a 32% discount for the study cubicles and a 33% discount for the side chairs that go with the bar height tables. A further 3% discount was also secured due to the size of the order. The cost of 40 modified Worden Bridge Tables with built-in electrical outlet and USB charging connections, and 40 Worden TJ side chairs is $93,343.87, based on CMAS contract #4-15-00-0106D. This includes cost of materials, labor, sales tax, and freight. Purchase New Furniture and Charging Systems for the Library December 5, 2017 Page 3 of 3 Yamada has been the vendor for several recent furniture purchases by the Library, and has been thoroughly professional about installation and the finished result has always been excellent. FISCAL IMPACT The total cost for this furniture (including installation and delivery) is $93,343.87. These cubicles, charging systems, and chairs were budgeted as part of the Equipment Acquisition Budget for the 2016-17 Fiscal Year at $99,400. These funds will be sufficient to purchase the items being requested. RECOMMENDATION It is recommended that the City Council approve a Purchase Order with Yamada Enterprises for the purchase of Phase II of new furniture and charging systems for public areas of the Arcadia Library in the amount of $93,343.87. Attachments: Photographs of Current and Proposed Furnishings Yamada Enterprises Proposal for Worden Bridge Cubicles and Chairs and Quotation #17318-B Photographs of Current and Proposed Furnishings Current furnishings in the Silent Room Proposed replacement cubicles will match these located elsewhere in the Library Charging/power port detail