HomeMy WebLinkAboutItem 09 - Office Furniture, Installation, and Related Services Finance and Management Services
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Item # 9
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 7, 2026
TOPIC: Office Furniture, Installation, and Related Services
AGENDA TITLE
Aggregate Purchase Order Contracts to Culver-Newlin Inc., GM Business Interiors,
National Business Furniture, People Space, Pivot Interiors Inc., Quality Office
Furnishings, Vari, and Yamada Enterprises for Office Furniture, Installation, and Related
Services (Specification No. 23-080, 23-081, 23-082, 23-092, 26-079) (General Fund &
Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to include Culver-Newlin of Corona, CA and Vari of Coppell,
TX to the established list of approved vendors on the aggregate contracts listed below for
an initial one (1) year term expiring on June 30, 2027, with provisions for two (2), one (1)
year renewal options. The total not to exceed amount will not change.
VENDOR LOCATION
Culver-Newlin Inc. Corona, CA
GM Business Interiors Riverside, CA
National Business Furniture Milwaukee, WI
People Space Irvine, CA
Pivot Interiors Inc. Costa Mesa, CA
Quality Office Furnishings Yorba Linda, CA
Vari Coppell, TX
Yamada Enterprises Huntington Beach, CA
GOVERNMENT CODE 484308 APPLIES: No
DISCUSSION
The City establishes Purchase Order Contracts with vendors that provide services and
materials required by various City Agencies on a recurring basis. In order to maintain a
high-quality work environment, remain compliant with state and federal laws, and to
accommodate both newly hired and current staff, the City currently provides office
furniture, installation, and related services on an as-needed basis.
Office Furniture, Installation, and Related Services
July 7, 2026
Page 2
On December 3, 2019, the City Council awarded contracts to five vendors for furniture,
installation, and related services. Between 2020 and 2023, the City Council approved
amendments to support office furniture needs associated with renovations at City Hall
and the City Corporate Yard, increasing the number of approved vendors to seven and
the aggregate contract authority to $10,507,548. To date, approximately $7.1 million has
been expended under these contracts. The proposed action extends the contract term
and does not increase the previously approved contract authority.
The master cooperative contract with Culver-Newlin has expired, however there is still
outstanding work with this vendor. This approval will cover approved Culver-Newlin Inc.
projects from July 1, 2026 through July 7, 2026. Vari is being requested to be added in
order to provide an additional option for Departments. While the renovation initiative has
winded down, there is still a need for routine furniture installation for maintenance and
compliance purposes. Departments will continue to be able to utilize valid contracts from
past Council approvals. The various furniture purchase order contracts have different
expiration dates, currently ranging from November 14, 2027 through June 30, 2029. Staff
will continue to monitor contract expirations and furniture needs and, if needed, return to
the City Council with recommendations for replacement contracts.
Santa Ana Municipal Code, Section 2-807(d), authorizes the City to purchase against
contracts from any public agency utilizing a competitive bid process. The San Bernardino
County Superintendent of Schools contract with Culver-Newlin Inc. for Furniture: Systems
and Stand-Alone was awarded as a result of open, competitive bidding, and meets the
City's requirement. Additionally, the Region 4 ESC—TX contract with Vari for Ergonomic
Workplace Solutions was awarded as a result of open, competitive bidding and meets the
City's requirements.
Staff recommends awarding Purchase Order Contracts with Culver-Newlin Inc. and Vari.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
No additional funding or contract authority is requested as part of this action. The
proposed contract extensions and addition of a vendor do not increase the aggregate
contract authority previously approved by the City Council.
Prior to utilizing the citywide contracts, requesting departments will ensure sufficient
budget appropriations are available and follow the City's Purchasing Policies and
Procedures. Future fiscal year funding, if needed, will be included in the proposed
budgets for City Council consideration.
Submitted By: Alexander Trinidad, Executive Director, Finance and Management
Services Agency
Office Furniture, Installation, and Related Services
July 7, 2026
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Approved By: Alvaro Nunez, City Manager