HomeMy WebLinkAboutItem 11f - New Furniture and Charging Systems for Library
DATE: November 2, 2021
TO: Honorable Mayor and City Council
FROM: Darlene Bradley, Director of Library and Museum Services
SUBJECT: PURCHASE ORDER WITH YAMADA ENTERPRISES FOR PHASE II OF
NEW FURNITURE AND CHARGING SYSTEMS FOR THE ARCADIA
PUBLIC LIBRARY IN THE AMOUNT OF $36,798.43
Recommendation: Approve
SUMMARY
It is recommended that the City Council authorize the City Manager to enter into an
agreement with Yamada Enterprises to purchase 11 single-sided tables with wire
management to provide integrated device charging systems, and 11 side chairs for the
Arcadia Public Library’s Jerry Broadwell Children’s Room South Gallery in the amount of
$36,798.43. This is Phase II of an ongoing furniture replacement effort, so getting
matching furnishings is highly desirable.
Prices are based upon California Multiple Award Schedules (“CMAS”), which meet the
purchasing guidelines for the City. Sufficient funds are available in the City’s FY 2021-22
Equipment Acquisition Budget to purchase the items being requested.
BACKGROUND
In 2015, the Library conducted a Community Needs Assessment, and seating with
electronics charging capabilities 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
throughout the Library. Phase I, approved and installed in 2019, replaced oversized study
carrells with no charging capabilities with wall-mounted tables that included USB charging
ports to accommodate laptop or tablet use.
The Jerry Broadwell Children’s Room South Gallery currently includes six study carrells
with 11 seats but no charging or outlet options. Most libraries have phased out this
antiquated taller study carrell furniture with streamlined tables and charging capabilities.
Because of the high demand for charging capabilities for phones, laptops, and tablets,
Purchase of New Furniture and Charging Systems for the Library
November 2, 2021
Page 2 of 3
and few electrical outlets in the area, patrons must crawl under tables or string power
cords across high traffic areas in the Children’s Room to access wall outlets.
Staff looked at a variety of furniture options and narrowed it down to furnishings that are
designed exclusively for public use, are highly durable, flexible, aesthetically pleasing,
match well with existing furniture, and meet the needs of a modern public workspace.
Staff also took into consideration the aesthetics throughout the building so that there
would not be a hodgepodge of colors and designs.
Worden Bridge single-sided tables (no bridge) and Worden TJ-series chairs are being
proposed to match the existing furniture replacement project done in the Silent Room, the
cubicles near the Administration office, and the most recent bank of study cubicles added
in 2019 in the Children’s Room. The Worden Bridge single-sided tables include wire
management, providing two charging USB ports per study carrel seat, and one power
entry per 72” table (two total). The TJ-series chairs include a sturdy metal frame and a
wooden back and seat which 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 which have been assessed to be fair,
reasonable, and competitive.
The cost of 11 modified Worden Bridge single-sided tables with two built-in electrical
power outlets and two USB charging connections per seating space and 11 Worden TJ
side chairs is $36,798.43 based on CMAS contract #4-15-00-0106D. This includes cost
of materials, labor, sales tax, and freight.
Yamada has been the vendor for several recent furniture purchases by the Library and
has been thoroughly professional about installation. The finished result has always been
excellent.
FISCAL IMPACT
The total cost for this furniture (including installation and delivery) is $36,798.43. These
cubicles, charging systems, and chairs were budgeted as part of the Equipment
Acquisition Budget for the 2021-22 Fiscal Year. There are sufficient funds available in
the budget to purchase the items being requested.
Purchase of New Furniture and Charging Systems for the Library
November 2, 2021
Page 3 of 3
RECOMMENDATION
It is recommended that the City Council approve a Purchase Order with Yamada
Enterprises for Phase II of new furniture and charging systems for the Arcadia Public
Library in the amount of $36,798.43.
Attachments: Photographs of Current and Proposed Furnishings
Yamada Enterprises Proposal Quotation #21053-BR1 (PHASE II)
Furniture Plan
Photographs of Current and Proposed Furnishings
Current furnishings in the South Gallery of the Children’s Room
P roposed replacement cubicles will match these located elsewhere in the
Library
Adult/Teen Services Middle School North Wall
Charging/power port detail
QUOTATION # 21053-BR1 (PHASE 2)
16552 Burke Lane, Huntington Beach, CA 92647-4538
(714) 843-9882 • (800) 444-4594 • FAX (714) 843-9202
To:Date:10/15/2021
Job Location: Arcadia, CA
Est. Lead Time: 90-120 Days
Freight: Included
F.O.B.: Destination
Terms: 50% Dep/Bal Net 30
ITEM QTY. PART NO. DESCRIPTION
UNIT LIST
PRICE DISC.
UNIT NET
COST
EXTENED NET
COST
The Worden Company
Children's Study Carrels
1. 4 BR-2436-MM Bridge 24"W x 36"L x 30"H single sided tables (no bridge).
Table to be modified to be (2) separate, approx. 72"L x 24"W x
27"H tables and include wire management, (1) Cove
power/USB receptacle with (2) power and (2) charging USB
ports per work space and one power entry per 72" table (two
total), plug-in (20 AMP with 15 AMP converter). Each table to
be divided into two separate 36" work spaces via frosted acrylic
dividers with aluminum posts (one approx. 72"L rear and three
24"L side acrylic dividers). See pricing below for
options/additions.
Wood: Maple
Worksurface: Maple Veneer w/protective clear coat
Finish: Honey on Maple
Receptacle Finish: Silver
Mark: Children's Study Carrels, Phase 2
$2,073.00 30.000%$1,451.10 $5,804.40
Arcadia Public Library
20 W. Duarte Rd.
Arcadia, CA 91006
Attn: Shelly
10/15/2021 21053-BR1 (PHASE 2)Page 1
QUOTATION # 21053-BR1 (PHASE 2)
2. 4 BR-2436-MM Bridge 24"W x 36"L x 30"H single sided tables (no bridge).
Table to be modified to be (1) approx. 144"L x 24"W x 27"H
table and include wire management, (1) Cove power/USB
receptacle with (2) power and (2) charging USB ports per work
space and one power entry, plug-in (20 AMP with 15 AMP
converter). Table to be divided into four separate 36" work
spaces via frosted acrylic dividers with aluminum posts (one
approx. 144"L rear and five 24"L side acrylic dividers). See
pricing below for options/additions.
Wood: Maple
Worksurface: Maple Veneer w/protective clear coat
Finish: Honey on Maple
Receptacle Finish: Silver
Mark: Children's Study Carrels
$2,073.00 30.000%$1,451.10 $5,804.40
3.3 BR-2436-MM Bridge 24"W x 36"L x 30"H single sided tables (no bridge).
Table to be modified to be (1) approx. 108"L x 24"W x 27"H
table and include wire management, (1) Cove power/USB
receptacle with (2) power and (2) charging USB ports per work
space and one power entry, plug-in (20 AMP with 15 AMP
converter). Table to be divided into three separate 36" work
spaces via frosted acrylic dividers with aluminum posts (one
approx. 108"L rear and four 24"L side acrylic dividers). See
pricing below for options/additions.
Wood: Maple
Worksurface: Maple Veneer w/protective clear coat
Finish: Honey on Maple
Receptacle Finish: Silver
Mark: Children's Study Carrels
$2,073.00 30.000%$1,451.10 $4,353.30
1 PMU Product Modification Charge for non-standard worksurface
height
$190.00 30.000%$133.00 $133.00
1 LOT Modify table to have 27"H worksurface $108.00 30.000%$75.60 $75.60
1 PMU Product Modification Charge for protective clear coat finish on
maple veneer worksurface
$190.00 30.000%$133.00 $133.00
10/15/2021 21053-BR1 (PHASE 2)Page 2
QUOTATION # 21053-BR1 (PHASE 2)
1 LOT Modify table to include protective clear coat finish on maple
veneer worksurface
$2,348.00 30.000%$1,643.60 $1,643.60
11 BWM/36/JC/P 34.5" J-channel $338.00 30.000% $236.60 $2,602.60
1 PMU Product Modification Charge for Cove receptacles $190.00 30.000%$133.00 $133.00
11 PC-COV-2U-SP-
108
Cove receptacle with 2-power/2-charging USB $411.00 30.000% $287.70 $3,164.70
1 PMU Product Modification Charge for posts and acrylic dividers $190.00 30.000%$133.00 $133.00
1 LOT Modify table to include aluminum posts and acrylic dividers as
in description above
$2,456.00 30.000%$1,719.20 $1,719.20
1 PMU Product Modification Charge for Cove Daisylink System $190.00 30.000%$133.00 $133.00
1 LOT Modify table to include Cove Daisylink System to connect
receptacles under worksurface and plug into wall outlet (15
AMP plug).
$2,376.00 30.000%$1,663.20 $1,663.20
2.11 TJ.S.WW.M.J TJ juvenile side chair, 19-7/8"W x 21-1/4"D x 32-1/4"H overall,
16" seat height.
Wood: Maple
Finish: Honey on Maple
Metal Leg Finish: Arctic Silver
$798.00 33.000%$534.66 $5,881.26
$33,377.26
0.00% $-
$ 33,377.26
Included
10.250%$3,421.17
Included
$36,798.43
Beth Hamilton
beth@yamadaenterprises.com
LABOR
SALES TAX
FREIGHT
TOTAL
NOTES:
Pricing based on CMAS contract #4-15-00-0106D, 06/12/2015 through 5/31/2023.
Pricing based on all items being purchased and installed at the same time.
Pricing based on ground floor installation and free and clear access to offload, carry in and install items.
Pricing based on material being ordered by 12/01/21.
To be similar in style to customers previous orders #84046, #82378 and #82876
PWCR/DIR #100000165
COST OF MATERIALS
ADD'L. DISCOUNT
SUBTOTAL
1.This quotation is subject to change unless accepted within 30 days from the above date.
2.Shipping dates are approximate and are based upon receipt of all necessary information.
3.Prices quoted do not include direct taxes imposed by Federal, State or Municipal authorities
unless stated.
4.A service charge of 1½% per month (18% annum) will be charged on all past due accounts.
10/15/2021 21053-BR1 (PHASE 2)Page 3