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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 Phase II replaced the outdated study carrells in the Purchase of New Furniture and Charging Systems for the Arcadia Public Library August 16, 2022 Page 2 of 3 Jerry Broadwell Children’s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 Page 3 of 3 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