SUBJECT
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Consideration for approval of the purchase of office furniture from Kimball International d.b.a Kimball Office Inc., Jasper, IN utilizing contract OMNIA Contract Region 4 ESC - TX R240108, Nightingale utilizing TIPS contract # 230301, and Allseating utilizing Omnia partner Vizient contract # CE3371. Installation will be done by G&S Office Supply which is the authorized reseller for the furniture manufacturers in the amount not to exceed $185,513.46 for City Manager’s Office Department, 311 Division. Cost is to fully furnish the new office space at El Portal. Funding is available and budgeted in the 2024 Certificate of Obligation Bond.
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PREVIOUS COUNCIL ACTION
No previous Council action has been taken on the furniture, but Council has taken previous action in relation to the building and development of new office space for 311 and Economic Development.
BACKGROUND
VIVA LAREDO PLAN ALIGNMENT
Alignment Rating: High
Supporting goal(s)/policy(ies): Efficient and Responsive Government Services
Summary of alignment: The proposed furniture acquisition for the new 311 Call Center directly supports the City’s goal of providing efficient, responsive, and accessible government services. By relocating to a properly equipped space, the City will enhance its ability to manage customer service requests, improve operational efficiency, and better serve residents. The inclusion of additional workstations also supports emergency response readiness, allowing for surge staffing during high-demand events. Furthermore, the investment in appropriate infrastructure and workspace promotes organizational capacity, employee productivity, and long-term scalability, aligning with the Comprehensive Plan’s emphasis on modernizing public facilities and improving service delivery.
The 311 Call Center is currently housed in a studio within the Public Access Center that does not adequately meet operational needs. The space was not originally designed or fully developed for office use, and existing furniture is not sufficient or appropriate to support current operations. Additionally, the current layout does not provide conference rooms or adequate space for meetings, training, or staff expansion.
A new, larger space has been identified that will better support current operations and allow for future growth of the division and customer care teams. This space will also better accommodate emergency situations, during which it is common for additional support staff to be deployed to assist with increased call volume and service demands.
To properly equip the new space, new furniture is required. The proposed furniture includes cubicles for Customer Service Representatives, as well as additional workstations to accommodate external staff during Emergency Operations when surge support is needed. The layout also incorporates a large training/conference room and a smaller team meeting room, both requiring basic furnishings.
Additionally, the request includes desks and chairs for four enclosed offices, breakroom furniture, and limited seating for the lobby/waiting area. The furniture package is designed to meet current staffing needs while allowing for measured expansion.
Procurement of these items at this time will ensure consistency in design, functionality, and overall workspace cohesion, as existing furniture from the current location cannot be repurposed to meet the needs of the new facility.
COMMITTEE RECOMMENDATION
n/a
STAFF RECOMMENDATION
recommendation
Recommendation is to approve as the vendor has already noted that commercial price increases are beginning in April 2026. If you would like to lower total cost, we may be able to remove lobby and waiting area furniture. Cost has already increased from 169,692.46 to $185,513.46 due to price increases from the companies due to tariffs.
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Fiscal Impact
Fiscal Year: 2026
Budgeted Y/N?: Y
Source of Funds: 2024 Certificate of Obligation Bond
Account #: Various
Change Order: Exceeds 25% Y/N: N/A
FINANCIAL IMPACT:
Funding will be provided from the 2024 Certificate of Obligation Bond using project #BP2501 and accounts 477-7510-512-2420 and 477-7510-515-9001.