TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Kim Summers, City Manager
PREPARED BY: Bryce Wilson, Management Analyst
SUBJECT:
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Approve the Purchase and Delivery of the Final Installment 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 $39,129 with a 15% 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 (CIP) budget and approving the Fiscal Years 2022/23 to 2026/27 Capital Improvement Plan (Vote: 5-0). Capital Improvement Plan No. 10043 (CIP 10043) was included as part of the approved CIP.
On September 20, 2022, the City Council adopted Resolution No. 22-4616, authorizing the City Manager to execute an agreement with G/M Business Interiors, Inc. for furniture installation services at the City of Murrieta's City Hall (CIP 10043) and appropriating an additional $312,000 to CIP 10043 (Vote: 5-0).
On November 7, 2023, the City Council approved 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 authorized the City Manager to execute the Agreement. (Vote: 5-0). CIP No. 10043 was included as part of the approved CIP.
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 recently replaced furniture, the furniture in individual offices was purchased for City Hall when the building opened in 2008 and is showing considerable wear.
On November 7, 2023, the City Council approved replacing the furniture in the 20 offices of City Hall. The first installment of office furniture was established in December 2023. However, this request is for approval to purchase the final installment of furniture for the individual offices in City Hall.
Section 3.08.295 of the Municipal Code authorizes the use of Cooperative purchasing. The City Council, City Manager, or Purchasing Agent, at their prescribed authorization levels, have the authority to join with other public and quasi-public agencies in cooperative purchasing plans or programs for the purchase of supplies, services and/or equipment by contract, arrangement, or agreement as allowed by law, provided the City Council, City Manager, or Purchasing Agent, at their prescribed authorization levels, determines that participation is in the city's best interests and the administering agency has competitively made its purchases. In addition, at their prescribed authorization levels, the City Council, City Manager, or Purchasing Agent may buy directly from a vendor at a price established by another public agency when the other public agency has made its purchase competitively.
The furniture was purchased under a Cooperative Purchase Agreement from Corporate Modular Services, Inc.
FISCAL IMPACT
Funding in the amount of $45,000 ($39,129 + 15% contingency) for these services is available in the Fiscal Year 2023/24 CIP budget, Project No. 10043.
ATTACHMENTS
1. Corporate Modular Services, Inc. Agreement
2. Final Quote