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Consent
Item No. 4.
| MEETING DATE: 06/19/2023 |
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| TO: | HONORABLE MAYOR AND COUNCILMEMBERS |
| FROM: | JIM SADRO, CITY MANAGER By: Kelly Fujio, Director of Community Services |
| SUBJECT: | FURNITURE REPLACEMENT FOR THE LA HABRA CHILD DEVELOPMENT PRESCHOOL PROGRAM
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RECOMMENDATION:
That the City Council:
A. Approve the purchase of replacement furniture for the City's grant funded Child Development Program at City owned facilities located at 401 South Euclid Street and 1440 West Whittier Boulevard;
B. Approve an appropriation of $66,503.00 from the California State Preschool Contract Fund to complete the necessary funding for this purchase; and,
C. Approve and authorize staff to issue a purchase order for the purchase of furniture, in the amount of $66,503.00, from Lakeshore Learning Materials.
DISCUSSION:
Due to the age and functionality of the current furniture at City-operated Child Development sites located at 401 South Euclid Street and 1440 West Whittier Boulevard, staff in the Child Development Division of the Community Services Department solicited bids to remove the existing furniture and replace it with new classroom furniture. If approved by City Council, the proposed furniture purchase in the childcare classrooms will replace approximately 80 pieces of furniture and storage pieces that were purchased more than 10 years ago, several pieces of which have become dilapidated. Students attend class every weekday, so the condition and quality of classroom furniture is a key element to ensuring a safe and learning friendly environment. This purchase will allow for an overall update in the classroom appearance and support the City's goal of providing quality care and education services for enrolled students.
Child Development staff solicited proposals for new furniture and received a total of three bids for the childcare center located at 1440 West Whittier Boulevard project:
| Vendor (listed by bid price) | Site Bid | |
| 1 | Kaplan | $14,772.47 |
| 2 | Lakeshore Learning Materials (selected bidder) | $18,727.07 |
| 3 | Community Playthings | $40,257.34 |
While Lakeshore Learning Materials (Lakeshore) was the second-lowest bid, the firm offers "flex space furniture" that will allow staff to fold up the tables to make room in classrooms for students during playtime and activities. Lakeshore's bid also included the removal of all old furnishings, replacing each piece with new updated equipment, and substitute any items not in stock. An Equipment Purchase Approval Request (EPAR) in the amount of $18,727.07 was submitted to the California Department of Education (CDE), along with an additional purchase request of $5,272.93 to cover the cost of substituted items, for a total request in the amount of $24,000 for the site located at 1440 West Whittier Boulevard. An additional EPAR, along with a justification letter, was submitted to the CDE for additional furniture replacement at the site located at 401 South Euclid Street in the amount of $42,503. The City received approval from the CDE for both EPAR submissions, and approved a total of $66,503 ($24,000 + $42,503) to purchase and replace aging furniture at two child development sites located in the City.
On June 5, 2023 the City Council accepted reallocated funds from the California Department of Education (CDE) in the amount of $529,349 for the purpose of purchasing rubber surfacing and turf, iPads, computers, teaching supplies, and new classroom furniture. This purchase for classroom furniture has been approved by the CDE and will be completely covered by this additional funding as long as the furniture is purchased and in place by June 30, 2023, the end of the contract year. No extensions will be provided.
On June 5, 2023 the City Council accepted reallocated funds from the California Department of Education (CDE) in the amount of $529,349 for the purpose of purchasing rubber surfacing and turf, iPads, computers, teaching supplies, and new classroom furniture. This purchase for classroom furniture has been approved by the CDE and will be completely covered by this additional funding as long as the furniture is purchased and in place by June 30, 2023, the end of the contract year. No extensions will be provided.
FISCAL IMPACT/SOURCE OF FUNDING:
All Child Development Division funding is provided through State and Federal grants. The California State Program is entirely funded by the California Department of Education (CDE), and the estimated total cost of $66,503.00 will be allocated from this program budget. Additionally, all program administrative costs are reimbursed through this contract. There is no General Fund allocation associated with this purchase.
GENERAL PLAN RELEVANCE/CITY COUNCIL GOALS & OBJECTIVES:
The furniture purchase for the Child Development sites is consistent with the following areas of the General Plan:
Goal CI 5.1 Programs for Youth
Goal CI 5.2 Programs for Families
Goal CI 5.3 Working Parents
It is also consistent with the following City Council Goals and Objectives:
Goal 3 – Maintenance and Improvement of City Infrastructure
Objective B -Maintain and upgrade City buildings, facilities, and parks Status
Goal CI 5.1 Programs for Youth
Goal CI 5.2 Programs for Families
Goal CI 5.3 Working Parents
It is also consistent with the following City Council Goals and Objectives:
Goal 3 – Maintenance and Improvement of City Infrastructure
Objective B -Maintain and upgrade City buildings, facilities, and parks Status