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Title:
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Approval of a Purchase Order for the Acquisition of Two Hundred Sixty (260) Office Desk Chairs from Systems Source Office Systems and Furnishings in an Amount Not-to-Exceed $153,349.14.
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City of Culver City, California
Agenda Item Report
Meeting Date: 06/22/2015 Item Number: C-2
CITY COUNCIL AGENDA ITEM: Approval of a Purchase Order for the Acquisition
of Two Hundred Sixty (260) Office Desk Chairs from Systems Source Office
Systems and Furnishings in an Amount Not-to-Exceed $153,349.14.
Contact Person/Dept.: Erica McAdoo Phone Number: 310-253-6018
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [] Date: _______________
Public Notification: Meetings and Agendas – City Council (06/18/15), Systems Source
(Jim Norfolk: 06/18/2015); Knoll Inc. (Tom Lester: 06/18/2015)
Department Approval:
Jeff Muir (06/15/15)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/16/15)
Chief Financial Officer Approval:
Jeff Muir (06/15/15)
City Manager Approval:
John M. Nachbar (06/16/15)
RECOMMENDATION:
Staff recommends the City Council approve a Purchase Order for the acquisition of
two hundred sixty (260) office desk chairs from Systems Source Office Systems
and Furnishings in an amount not-to-exceed $153,349.14 to replace existing desk
chairs throughout various City offices.
BACKGROUND:
In general, a majority of the City’s office desk chairs were purchased in 1995 at the
opening of the current City Hall and are now twenty years old, exceeding the
warranty period (12 years) and life cycle. With the wear-and-tear conventional to
any office furnishing having been maximized, most office seating is now in need of
replacement.
Occupational health research studies have suggested employees on average
spend five hours and forty-one minutes per day in chairs. With these prolonged
sitting trends in mind, the significance of seating replacement cannot be minimized.
Proper seating in a well-constructed chair can help reduce fatigue and discomfort,
increase blood flow, reduce the risk of injury, and increase productivity. The City’s
Risk Management Division of the Human Resources Department has seen a
steady increase of requests for ergonomic evaluation of workstations, in large part
due to uncomfortable seating attributed to chairs which have exceeded their useful
life (e.g. worn cushions; mechanical problems, detached arms, etc.). Many of
these requests may have been circumvented with timely chair replacements
throughout the City. Further, the requests have created a hodge-podge of seating
capital within the City’s building.
City of Culver City, California
Agenda Item Report
DISCUSSION:
The aim of the Chair Replacement Program is to standardize the purchase of
ergonomic desk chairs while also producing cost-savings. The Purchasing Division
has surveyed offices throughout the City and identified approximately 244 chairs in
need of replacement. An additional 16 chairs (or 6.5%) have been incorporated
into the final total to accommodate any further requests:
BUILDING TOTAL
City Hall 118
Fire Stations 7
Police Department Headquarters 33
Veterans Memorial Complex 39
Public Works Building 35
Transfer Station 6
Transportation 6
Contingency 16
260
Rather than a “one-size-fits-all” strategy, a committee of staff representing various
City departments convened and provided valuable feedback suggesting a “two-fits-
most” approach and elected to give employees the opportunity to choose between
active-ergonomic or passive-ergonomic chair options. The final chairs selected are
both manufactured by Knoll, Inc.
This procurement is excepted from bid requirements per Culver City Municipal
Code Section 3.07.045(G). Section 3.07.045(G) excepts bidding requirements
where competitive bid procedures have already been utilized by another public
agency. Because of the City’s participation with the U.S. Communities National
Cooperative Program, this procurement meets this requirement.
Systems Source is the only vendor in the region authorized by the manufacturer to
provide the preferred pricing offered through the contract with Knoll Inc. Therefore,
staff recommends approving a Purchase Order with Systems Source to replace
City office desk chairs in an amount not-to-exceed $153,349.14, including all fees
and taxes.
FISCAL ANALYSIS:
In the City Council Adopted Budget for Fiscal Year 2014/2015, $100,000 was
appropriated for a comprehensive chair replacement program in the Equipment
Replacement Fund (30716100.740100) for the first round of purchases. A second
$100,000 has been recommended in the City Manager’s Proposed Budget for City of Culver City, California
Agenda Item Report
Fiscal Year 2015/2016 to purchase the remaining order balance. Purchasing 260
Desk Chairs will result in expenditures including shipping, handling and taxes
totaling $153,349.14. Subject to the City Council’s approval of the Budget for
Fiscal Year 2015/2016, there will be sufficient funding in the Equipment
Replacement Fund to support the proposed expenditure.
ATTACHMENTS:
Letter Validating Systems Source as Authorized Area Dealer for Knoll Inc. Under US
Communities Contract
MOTION:
That the City Council:
1. Approve a Purchase Order for the procurement of two-hundred sixty (260)
desk chairs from Systems Source Office Systems and Furnishings in an
amount not-to-exceed $153,349.14; and,
2. Authorize the Purchasing Officer to issue such Purchase Order.
MEETING DATE: 06/22/2015
AGENDA ITEM: Approve a Purchase Order for the Acquisition of Two Hundred Sixty (260)
Office Desk Chairs from Systems Source Office Systems and Furnishings
in an Amount Not-to-Exceed $153,349.14.
ATTACHMENTS
Pages
1.
Letter Validating Systems Source as Authorized Area Dealer for Knoll
Inc. Under US Communities Contract
1
214 Wilshire Boulevard
Suite 200
Santa Monica, CA 90401
Tel: 310.289.5800
Fax: 310.659.1236
June 8, 2015
Tasha R. Hunter
City of Culver City
4343 Duquesne Ave
Culver City, CA 90232
Hello Tasha:
Under US Communities Contract, Systems Source Inc., 6701 Center Drive West, Suite 850,
Los Angeles, CA 90045, is the authorized dealer for Knoll and can access US communities
discount for the City of Culver City.
Sincerely,
Tom Lester