TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Kim Summers, City Manager
PREPARED BY: Bryce Wilson, Management Analyst
SUBJECT: Approve the Purchase and Delivery of Office Furniture for City Hall
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RECOMMENDATION
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Approve an Agreement with Corporate Modular Services for the purchase and installation of office furniture at City Hall in an amount not to exceed $168,000 with a 20% contingency; and
Authorize the City Manager to execute the Agreement.
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PRIOR ACTION/VOTE
On August 16, 2022, the City Council adopted Resolution No. 22-4601, approving the Fiscal Year 2022/23 Capital Improvement Plan budget, and approving the Fiscal Years 2022/23 to 2026/27 Capital Improvement Plan (Vote: 5-0). CIP No. 10043 was included as part of the approved CIP (Vote: 5-0).
On September 20, 2022, the City Council adopted Resolution No. 22-4616, a Resolution of the City Council of the City of Murrieta, California, authorizing the City Manager to execute an agreement in a form as approved by the City Attorney on behalf of the City with G/M Business Interiors, Inc. for furniture installation services at the City of Murrieta’s City Hall Capital Improvement Plan 10043 (CIP), and appropriating an additional $312,000 to CIP 10043 (Vote: 5-0).
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
In September 2022, the City Council approved the purchase of new office furniture for City Hall staff, excluding the furniture for individual offices. Like the furniture that was recently replaced, the furniture in individual offices was original to City Hall when the building opened in 2008, and is showing considerable wear.
This is a request to replace the furniture in individual offices with new furniture that will closely match the rest of the new furniture and include ergonomic features to reduce fatigue, such as desks that have variable heights so that staff can sit or stand while working.
Staff met with a number of furniture consultants and received conceptual designs and pricing. Corporate Modular Services, Inc. was selected for providing the best combination of design and quality. The Affordable Interior Systems (AIS) furniture will provide the best mix of economics, ergonomics, aesthetics, and function.
The City’s purchasing policy allows for procuring goods and services through cooperative purchasing agreements per Murrieta Municipal Code Section 3.08.295, which states the City “may buy directly from a vendor at a price established by another public agency when the other public agency has made its purchase in a competitive manner.” Per that provision, the City is proposing to purchase this furniture through the competitively bid contract for the AIS furniture via OMNIA Partners cooperative purchase program from the competitively bid contract in May 2020, which matures on April 30, 2023, renewed through April 30, 2024.
FISCAL IMPACT
Funding of $168,000 ($168,000 + 20% contingency) for these services is available in the Fiscal Year 2023/24 CIP budget in Project No. 10043.
ATTACHMENTS
1. Corporate Modular Services, Inc. Agreement
2. AIS Cooperative Purchasing Agreement