Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Jasneet W. Sharma, Director, Sustainability Department
Subject: Agreement for Surplus Modular Furniture Storage and On-Call Installation Services
RECOMMENDATION:
title
Adopt a resolution authorizing an agreement with Commercial Installations Company, Inc. for surplus modular furniture storage and on-call installation services for the term of December 9, 2025 through November 30, 2030, in an amount not to exceed $273,500.
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BACKGROUND:
The Sustainability Department (Department), through the Surplus Property Program, coordinates the storage, management, and reuse of County surplus modular furniture and ergonomic equipment (Surplus Furniture). The program was created under the County’s Purchasing Procedures (San Mateo County Ordinance Code § 2.83.120), which require County departments to report and transfer property that is no longer needed to the County’s Surplus Property Program for reuse. By extending the useful life of assets, the program supports the County’s goals to reduce waste, minimize the purchase of new items, and generate cost savings across departments.
Since 2014, the Department has maintained an agreement with a vendor to store Surplus Furniture in the vendor’s warehouse and provide all transportation, storage, tracking, recycling, and disposal services associated with it. In addition to Surplus Furniture storage and warehouse services, the agreement provides a mechanism for County departments to request on-call furniture services for installation, reconfiguration, teardown, or decommissioning Surplus Furniture, as needed.
DISCUSSION:
On May 19, 2025, the Department released a Request For Proposals (RFP) seeking qualified contractors to provide (1) Surplus Furniture storage and inventory management, and/or (2) on-call furniture installation, modification and teardown services.
The Department received proposals from five companies and staff reviewed the submittals for completeness, qualifications, and price. Based on this review, the Department recommends Commercial Installations Company, Inc., as the most qualified company to provide both services based on the County’s needs. The RFP Matrix describing the process and selected companies is attached as Exhibit A.
The County Attorney’s Office has reviewed and approved the resolution and agreement as to form.
PERFORMANCE MEASURE:
|
Measure |
Target |
|
Acknowledgement of service requests within three (3) business days of receipt and complete standard requests within fifteen (15) business days of receiving Department's authorization, unless otherwise authorized by the County. |
100% |
|
Updated electronic inventory report at the beginning of each month and a quarterly report listing County departments that accessed inventory. |
100% |
COMMUNITY IMPACT:
The Surplus Property Program extends the life of usable furniture and equipment by redistributing surplus items at low or no cost to County departments. This redistribution reduces waste, conserves natural resources, and increases the cost effectiveness of the County’s operations.
In the past two years, the program has fulfilled more than 92 requests from 20 different County departments, reusing over 242 pieces of equipment that includes everything from Pleion and Teknion workstations to ergonomic equipment. Given that the majority of County departments continue to use Pleion furniture, which is now irreplaceable due to the original vendor going out of business, this aspect of the program is now particularly invaluable to the County.
FISCAL IMPACT:
The term of this Agreement is from December 9, 2025, through November 30, 2030 for an amount not-to-exceed $273,500. Funding for this Agreement to support departmental space planning and operations comes from the Assembly Bill 939 funds, which are designated for programs to reduce waste and increase diversion. Funds have been included in the Sustainability Department’s FY 2025-26 Adopted Budget and the FY 2026-27 Recommended Budget. There is no Net County Cost.