Title
Adopt a Resolution to Approve and Authorize the City Manager to enter into a Furniture Purchase Agreement in the amount of $178,140 with Resource Design Interiors for the Mulford Marina Branch Library, Project No. 2018.2400; and to Negotiate and Approve Contract Amendments up to a Cumulative Total of 10% ($17,814) of the Original Agreement Amount
Staffreport
COUNCIL PRIORITY
• Quality of Life
• Infrastructure
SUMMARY
This action authorizes the purchase of furniture for the new Mulford Marina Branch Library.
RECOMMENDATIONS
Staff recommend the City Council approve and authorize the City Manager to enter into a furniture purchase agreement in the amount of $178,140 with Resources Design Interiors (RDI), with an option to increase the total contract amount by 10% ($17,814) as needed.
BACKGROUND
The new Mulford Marina Branch Library is currently under construction by Giant Construction, Inc. under an existing City contract. However, interior furnishings for this facility were not included in Giant Construction Inc.’s scope of work because the furniture will instead be purchased through nationally established cooperative purchasing contracts. In addition, the construction contract prioritizes expenditures eligible for reimbursement using the California State Library “Building Forward” grant, which does not cover furniture purchases.
For these reasons, the furniture purchase will be procured under a separate contract funded by the San Leandro Public Library Foundation (SLPLF). SLPLF has donated a total of $800,000 toward the new library, with $200,000 designated for furniture acquisition and $600,000 for construction. The proposed purchase aligns with SLPLF’s funding allocations and intended use of the donated funds.
Analysis
Resource Design Interiors (RDI) offers furniture products to government agencies through nationally established cooperative purchasing contracts. These programs allow eligible agencies, educational institutions, and nonprofit organizations to procure competitively solicited products without conducting separate solicitations, when permitted under applicable procurement requirements. By consolidating purchasing needs and leveraging nationwide demand, cooperative contracts provide administrative efficiencies, competitive pricing, and time savings.
Under RDI’s agreement, furniture suppliers provide products through cooperative purchasing contracts administered by OMNIA Partners or The Interlocal Purchasing Systems (TIPS). The suppliers available through this agreement include:
Supplier Contract Number
Davis OMNIA No. 07-84
Grand Rapids Chair OMNIA No. 07-92
Hermann Millet OMNIA No. BNR482
Knoll OMNIA No. BNR482
Hightower OMNIA No. 7-94
Landscape Forms OMNIA No. 07-100
Leland / Fresh Coast OMNIA No. 07-101
OFS OMNIA No. R240113
Three H OMNIA No. 07-124
TMC TIPS No. 230301
An additional benefit of using these cooperative contracts is the flexibility they provide, allowing the City to select furniture that best meets the functional and design needs of the new library. Library staff evaluated and selected furniture based on aesthetics, durability, functionality, and suitability for the anticipated use, and coordinated with the project architect, Noll and Tam, to ensure alignment with the overall architectural and interior design intent.
Staff recommend the City Council approve and authorize the City Manager to enter into a furniture purchase agreement in the amount of $178,140 with RDI. In addition, staff also request authorization for an allowance of up to 10% ($17,841) to accommodate unforeseen furniture needs that may be identified as the new library facility is completed and prepared for operation. This allowance provides flexibility to address necessary furniture items without requiring separate procurements for each unanticipated need.
Current Agency Policies
• Maintain and enhance San Leandro's infrastructure
• Support and implement programs, activities and strengthen communication that enhances the quality of life and wellness, celebrates the arts and diversity and promotes civic pride
• Maintain and support a strong positive relationship between the City, schools, and the educational community
Previous Actions
• On June 16, 2025, by Resolution No. 25-073, the City Council awarded and authorized the City Manager to execute a construction contract with Giant Construction, Inc. in the amount of $6,994,000 (for the Base Bid with additive alternate bid items A2 and A4) and appropriated an additional $630,000 to the project from General Fund Reserves
• On September 15, 2025, the City Council approved and authorized the City Manager to execute Amendment No. 4 to an existing consulting services agreement with Noll & Tam Architects that extended the term of the contract to December 31, 2027 and increased the total compensation amount to $1,198,884
• On July 17, 2023, by Resolution No. 23-100, the City Council approved and authorized the execution of Amendment No. 3 to an existing consulting services agreement with Noll & Tam Architects that extended the term of the contract to December 31, 2026, and increased the total compensation amount to $848,884
• On November 6, 2023, by Resolution No. 23-153, the City Council accepted the Letter of Intent to donate $800,000 from the San Leandro Public Library Foundation to aid in the replacement of the existing Mulford Marina Branch Library
• On February 19, 2019, by Resolution No. 19-045, the City Council approved and authorized the City Manager to execute a consulting services agreement with Noll & Tam Architects for the design services for the Mulford Marina Branch Library in the amount of $366,047
• On July 23, 2018, by Resolution No. 18-093, the City Council approved and authorized the City Manager to execute a consulting services agreement with Noll & Tam for the conceptual design services of the Mulford Marina Branch Library in the amount of $325,272
Committee Review and Actions
• On May 8, 2025, Engineering Division staff presented an update to the Mulford Marina Branch Library project at the City Council Facilities and Transportation Committee meeting. The Committee was briefed on design adjustments intended to reduce construction costs and on the justification for increasing the project budget in advance of the contract award scheduled for City Council consideration on June 2, 2025.
• On March 6, 2024, Engineering Division staff presented an update to the Mulford Marina Branch Library project at the City Council Facilities and Transportation Committee meeting. Staff presented information on the enhanced design, public outreach efforts and the current status of the project. The Committee expressed support for the enhanced design.
• On July 22, 2019, Engineering Division staff presented the Mulford Marina Branch Library project at the City Council Facilities and Transportation Committee meeting. The Committee was supportive of the design concept, including general site plan, building layout, and floorplan options
Applicable General Plan Policies
• GOAL CSF-3 Sustain and expand a public library system that provides a destination for exploration and discovery, knowledge and information, leisure and cultural enrichment, and life-long learning opportunities for persons of all ages.
o Policy CSF-3.1 Library Expansion and Upgrades. Support the expansion and upgrading of public library facilities and services to keep pace with changes in information technology and community needs.
o Policy CSF-3.4 Libraries as Neighborhood Centers. Promote programs and events that affirm the role of the City’s libraries as community and neighborhood gathering places and that reflect the City’s diverse population.
o Policy CSF-3.5 Resources for Self-Improvement. Ensure that San Leandro’s libraries and other community institutions provide a setting for the open exchange of ideas and information and provide an opportunity for residents of all backgrounds to improve their skills and knowledge.
Permits and/or Variances Granted
This project obtained a building permit from the City of San Leandro Community Development Department, including review and approval by the Alameda County Fire Department.
Environmental Review
No further environmental review is required pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15162 as the proposed project is in conformance with the Environmental Impact Report (EIR), including subsequent Addendums, for the Shoreline Development Project (SCH# 2013072011) that was previously prepared and certified in accordance with the requirements of CEQA, and none of the conditions described in Section 15162 of the CEQA Guidelines exist. The approved project met all requirements and mitigation measures contained in the EIR.
Code Compliance Review
The project has obtained a City of San Leandro Building Permit, and the project has regular code inspections as part of the building permit approval process. The selected furniture will meet all code required accessibility requirements.
Summary of Public Outreach Efforts
• Community Meeting No. 2 for the project was held on Saturday June 29, 2019, at the Mulford-Marina Branch Library. Attendees were supportive of the project and provided input.
• Community Meeting No. 1 for the project was held on Tuesday June 25, 2019, at the Mulford-Marina Branch Library. Attendees were supportive of the project and provided input.
• A community outreach survey conducted in May-June 2019 resulted in over 300 responses. Half of the respondents were from the Mulford-Marina neighborhood.
Legal Analysis
Resource Design Interiors will only procure and deliver materials for the project and will not provide any construction services. No special agreement is required for the proposed actions, and the City’s Finance Department - Purchasing Division will issue a standard Purchase Order for this furniture.
Financial Impacts
The estimated cost of this contract is:
Design $1,145,600
Main Construction Contract $6,994,000
RDI Furniture Contract $ 190,000
Utility Connections, FF&E, etc. $ 535,000
Construction Administration $ 750,000
Project Contingencies $1,049,100
Total $10,663,700
The project is fully funded as follows, and no added funding is needed for this action:
Account No. Reso and Source Amount
210-69-193 FY 17/18, CIP Funds $ 300,000
210-69-193 FY 18/19, CIP Funds $ 150,000
210-68-100 FY 18/19, CIP Funds $2,100,000
210-68-104 FY 22/23, CIP Funds $2,400,000
150-68-100 FY 22/23, Special Library Grants Fund $4,079,701
210-68-100 FY 22/23, Library Foundation Donation $ 800,000
210-36-502 FY 23/24, CIP ADA Transition Plan Funds $ 204,000
210-68-104 FY 25/26 General Fund, CC Res. 25-073 $ 630,000
Total $10,663,701
ATTACHMENTS
• Attachment A - Resolution
• Attachment B - RDI Agreement
• Attachment C - RDI Suppliers Cooperative Purchasing Program Contracts
PREPARED BY: Mark Goralka, Associate Engineer, Public Works Department