TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY STARKEY, FINANCE DIRECTOR
DATE: MARCH 10, 2026
Reviewed by:
City Manager: AP
SUBJECT:
Title
PURCHASE OF OFFICE AND CONFERENCE ROOM CHAIRS FOR CITY FACILITIES (FUNDING SOURCE: GENERAL FUND)
Body
SUMMARY
The City’s existing office and conference room chairs across multiple facilities are more than a decade old, heavily worn, and no longer meet ergonomic, safety, or operational needs. Staff conducted a comprehensive evaluation process that included participation from all departments, in which nearly thirty chair models were tested by employees. Based on staff preferences and ergonomic performance, the Herman Miller Aeron was selected as the standard office chair, and the 9to5 Seating Acclaim and Strata models were selected for conference room and City Council Chamber use.
To procure these chairs, staff utilized two competitively bid cooperative purchasing agreements:
• OMNIA Partners Contract No. 2020000622 with G/M Business Interiors for Aeron desk chairs.
• California Multiple Award Schedule (CMAS) contract with 9to5 Seating LLC, fulfilled through Tangram, for Acclaim and Strata chairs.
Both contracts are open to public agencies and satisfy the competitive bidding requirements of Administrative Policy 50-01, which allows cooperative purchasing when another public agency has completed a competitive solicitation.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Approve the purchase of Aeron desk chairs, and Acclaim and Strata conference chairs for all identified City facilities, as detailed in this report;
B. Authorize the City Manager to execute all necessary purchase orders and agreements with G/M Business Interiors in the amount of $197,880.86 and Tangram in the amount of $45,447.23, under their respective cooperative purchasing contracts, in a total amount not to exceed $243,328.09; and
C. Appropriate $243,328.09 from the unassigned General Fund balance to fund the purchase.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff
FINANCIAL REVIEW
The total cost for chair purchases, and delivery is based on vendor quotes totaling $243,328.09. Funding is being recommended from the unassigned General Fund balance to purchase this equipment.
This purchase complies with all City purchasing guidelines. Bid and contract documents are available for review in the City Clerk’s Office.
The staff cost to prepare this report and administer the project is estimated at $13,780 and is included in the operating budget of the Finance Department.
ANALYSIS
Selection Method
A City-wide review of current staff desk chairs found that the majority are Aeron chairs manufactured by Herman Miller, with the most recent smaller purchase occurring approximately ten years ago and a significant number of remaining chairs dating back nearly twenty-five years. In a commercial office environment, well-constructed desk chairs typically have an expected useful life of approximately seven to ten years. As a result, the City’s chair inventory is significantly beyond its intended lifespan. Many chairs are broken or worn beyond repair, indicating that a City-wide replacement of staff desk chairs is needed.
Nearly thirty chair options were evaluated using established criteria, including ergonomic design, adjustability (height, seat tilt, lumbar support, and arm configuration), comfort, material cleanability, sizing options, warranty, and department-specific needs identified through staff surveys. Selected chair samples were made available for staff testing, followed by an interactive process that allowed employees the opportunity to test seating options and identify preferred models and sizes. This process concluded with a City-wide vote to determine the overall preferred chair model.
Based on staff trials and voting results, the Aeron chair was selected as the preferred model. This selection aligns with chairs previously purchased City-wide more than a decade ago and reflects a proven history of long-term quality, durability, and employee satisfaction over extended use.
The City’s selection of the Aeron chair is consistent with ergonomic best practices emphasized by the California Joint Powers Insurance Authority (CJPIA). While CJPIA does not endorse specific chair models, they note that the Aeron’s adjustable seat height, lumbar support, armrests, and tilt controls align with modern ergonomic principles when properly fitted to the user. CJPIA further emphasizes that reducing ergonomic related workers’ compensation claims depends on a holistic approach that pairs adjustable furniture with proper workstation setup, employee training, and early reporting of discomfort. The City’s implementation of ergonomic training through G/M Business Interiors, combined with ongoing workstation assessments and access to CJPIA’s Office Ergonomic Self-Assessment Tool, supports this comprehensive strategy to prevent musculoskeletal injuries and promote employee well being.
The City Council Chamber and conference room chairs were selected using the same evaluation criteria applied to desk chairs, with the additional consideration of maintaining consistency with the décor of the City Council Chamber. The final selection of Acclaim and Strata chair models was made by City administrative staff.
Procurement Method and Policy Compliance
Administrative Policy 50-01 allows the City to use cooperative purchasing agreements when another public agency has completed a competitive solicitation that results in a publicly awarded contract. This method is expressly permitted as an alternative to issuing a separate City bid.
• G/M Business Interiors - OMNIA Partners Contract No. 2020000622OMNIA Partners is a national cooperative that conducts competitive solicitations on behalf of public agencies. The contract for Herman Miller furniture was competitively bid and awarded, making it eligible for use by the City under Policy 50-01.
• Tangram / 9to5 Seating - CMAS Contract CMAS contracts are awarded by the State of California following a competitive evaluation of pricing and terms. Policy 50-01 recognizes State-awarded contracts as acceptable for City procurement without additional bidding.
These procurement methods are consistent with the City’s Purchasing, Bidding, and Contracting Policy 50-01 because they:
• Utilize competitively awarded contracts.
• Provide volume-based pricing advantages.
• Reduce administrative burden and expedite delivery.
• Ensure compliance with State and City purchasing standards.
Chair Quantities and Total Costs by Location
The tables below summarize the number of chairs and total cost for each facility.
Aeron Desk Chairs (G/M Business Interiors - OMNIA Contract)
|
Location |
Quantity |
Chair Type |
List Price |
City Purchase Price |
|
Community Services |
48 |
Aeron Desk Chair |
128,855.28 |
48,581.91 |
|
Oak Park Cemetery |
1 |
Aeron Desk Chair |
2,684.49 |
1,000.91 |
|
City Hall |
60 |
Aeron Desk Chair |
161,069.00 |
60,597.35 |
|
Police Department |
44 |
Aeron Desk Chair |
118,117.34 |
44,576.29 |
|
Hughes Center |
30 |
Aeron Desk Chair |
80,534.55 |
30,558.47 |
|
Joslyn Senior Center |
4 |
Aeron Desk Chair |
10,737.94 |
4,517.52 |
|
TAC |
3 |
Aeron Desk Chair |
8,053.45 |
3,523.75 |
|
YAC |
3 |
Aeron Desk Chair |
8,053.45 |
3,523.75 |
|
Blaisdell Center |
1 |
Aeron Desk Chair |
2,684.49 |
1,000.91 |
|
Total |
194 |
|
$520,789.99 |
$197,880.86 |
Acclaim & Strata Conference Chairs (Tangram - CMAS Contract)
|
Location |
Quantity |
Chair Type |
List Price |
City Purchase Price |
|
City Hall & Police Department |
53 |
Acclaim Conference Chair |
101,734.95 |
34,964.40 |
|
Community Services |
16 |
Strata Conference Chair |
25,093.24 |
10,482.83 |
|
Total |
69 |
|
$126,828.19 |
$45,447.23 |
In the summary tables above, the List Price reflects the full retail cost, inclusive of sales tax. The City Purchase Price represents the City’s discounted contract rate, inclusive of applicable service fees and sales tax. By utilizing cooperative purchasing agreements, the City realizes an estimated savings of approximately $404,290.09, or 62 percent, compared to retail pricing.
Removal and disposal of existing aged chairs will be performed by the Community Services Department. The estimated removal and disposal costs of the existing chairs is estimated at $2,335 and is included in the operating budget of the Community Services Department.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by:
Jeremy Starkey
Finance Director