HomeMy WebLinkAboutItem 11l - Purchase of Library New Furniture & Charging Systems
DATE: August 16, 2022
TO: Honorable Mayor and City Council
FROM: Darlene Bradley, Director of Library and Museum Services
Prepared by Pat Smith, Library Services Manager
SUBJECT: PURCHASE ORDER WITH YAMADA ENTERPRISES FOR NEW
FURNITURE AND CHARGING SYSTEMS FOR THE ARCADIA PUBLIC
LIBRARY IN THE AMOUNT OF $168,239.08
Recommendation: Approve
SUMMARY
The library needs new furniture and charging systems to modernize the facility. The
proposed purchase includes 30 single-sided tables with wire management to provide
integrated device charging systems, and 30 side chairs for the Arcadia Public Library’s
Adult and Teen Services North and East Gallery. This purchase would be through
Yamada Enterprises. Prices are based upon California Multiple Award Schedules
(“CMAS”), which meet the purchasing guidelines for the City of Arcadia (“City”). This
furniture replacement project would replace and upgrade the old-style study carrels in the
Adult and Teen areas to match furnishings in the Silent Room, perimeter on the interior
west wall, and the Jerry Broadwell Children’s Room. This would keep the aesthetics of
the room consistent with the rest of the library.
Sufficient funds are available in the City’s Fiscal Year 2022-23 Equipment Acquisition
Budget to purchase the items being requested. Therefore, it is recommended that the City
Council authorize the City Manager to approve a Purchase Order with Yamada
Enterprises for new furniture and charging systems for the Arcadia Public Library in the
amount of $168,239.08.
BACKGROUND
In 2015, the library conducted a Community Needs Assessment, and seating with
charging capabilities was identified as one of the top three needs of the library. A three-
phase plan was developed 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 devices to
accommodate laptop or tablet use. Phase II replaced the outdated study carrells in the
Purchase of New Furniture and Charging Systems for the Arcadia Public Library
August 16, 2022
Page 2 of 3
Jerry Broadwell Children’s Room. At the time, a phase III was not planned, but it has
become apparent that patrons seek out the modern study carrells with the USB charging
stations and more open seating pattern.
The spaces currently include 11 study carrels with 34 seats but no charging or outlet
options. Most libraries have replaced this antiquated taller study carrell furniture with
streamlined tables and associated charging capabilities. Because of the high demand for
charging capabilities for phones, laptops, and tablets, and few electrical outlets in the
area, patrons must crawl under tables or string power cords across high traffic areas in
the Adult and Teen areas to access wall outlets.
A variety of furniture options were reviewed, with the preferred option 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.
Aesthetics throughout the building were considered 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 2022 in the Children’s Room. The Worden Bridge single sided tables include wire
management, providing two charging USB ports per study carrel seating, 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. As the City acknowledges CMAS, a formal bidding process
is unnecessary.
The cost of 30 Worden Bridge single-sided tables with two built-in electrical power outlets
and two USB charging connections per seating space, and 30 Worden TJ side chairs, is
$168,239.08 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 Arcadia Public
Library and has been thoroughly professional about installation. The finished result has
always been excellent.
Purchase of New Furniture and Charging Systems for the Arcadia Public Library
August 16, 2022
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ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), as it can be seen that there will be no impact on the environment.
Thus, this matter is exempt under CEQA.
FISCAL IMPACT
The total cost for this furniture (including installation and delivery) is $168,239.08. These
cubicles, charging systems, and chairs were budgeted as part of the Fiscal Year 2022-23
Equipment Acquisition Budget and there are sufficient funds available in the budget to
purchase the requested items.
RECOMMENDATION
It is recommended that the City Council approve a Purchase Order with Yamada
Enterprises for the purchase of new furniture and charging systems for the Adult and
Teen Services North and East gallery areas of the Arcadia Library in the amount of
$168,239.08.
Attachment No. 1: Photographs of Current and Proposed Furnishings
Attachment No. 2: Yamada Enterprises Proposal for Worden Bridge Cubicles and
Chairs and Quotation #22062-C-R1 (PHASE 3)
Attachment No. 1
Photographs of Current and Proposed Furnishings
Current furnishings in the North Gallery of the Adult and Teen Area
Current furnishings in the East Galleries of the Adult and Teen Areas
Proposed cubicles matching those located elsewhere in the library
Adult/Teen Services Middle School North Wall
Charging/power port detail
Attachment No. 2