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Council Meeting May 12, 1998 Santa Momca, Callforma
MAY '2_
TO Mayor and City Council
FROM City Staff
SUBJ ECT Recommendation that the City Council Waive the Competitive Blddmg
Requirement and AuthOrize the City Manager to Negotiate and Execute a
Sole Source Purchase Order WIth Clann for Onglnal EqUIpment
Manufactured (0 EM) Folding Chairs
IntroductIon
This report recommends that the City Council waive the competitive bidding requirement
and authOrize the City Manager to negotiate and execute a sole source purchase order
WIth Clann to furnish and deliver anginal equipment manufactured (0 EM) folding chairs
for the Event FacIlities DiviSion I Community and Cultural Services Department, In the total
amount of $75,85078, including applicable sales tax
Backaround
The Event FaCIlities DIvISion onglnally purchased Clann chairs over 20 years ago because
they are durable and do not take up much storage space Another Important feature IS
that these chairs are easily transported because safety brackets keep the chairs In place
when they are folded and stacked The chairs will be used for vanous events, concerts,
and meetings, and loaned to other City departments when needed
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MAY f 2 IJ98
The new (1,300) folding chairs will replace eXisting Clann chairs that are worn or broken
and are compatible with the remaining Inventory of (1,200) Clann chairs
Staff evaluated comparable chairs from other manufacturers and found that they did not
meet the same quality standards as the Clann chairs The chairs have tubular frames
which are not as durable as the Clann Single channel frames, they have one or two
support braces while Clann has four braces, and they have 2-1/2" or less foam cushions
while Clann has 3" cushions Additionally, the chairs could not be locked mto the eXisting
Clann chairs for safe stacking and transportmg
Ordinance Number 1742 (CCS), Section 5, paragraph 224080 of the Santa Monica
Municipal Code allows exception to competitive bidding when Items are purchased from a
sole source manufacturer
Staff has confirmed that Clann IS the sole source manufacturer of these Clann chairs
They sell direct to the purchaser, not through dlstnbutors The quotation they submitted
meets City speCifications
BudgeUFmanclallm~act
Fiscal Year 1997 -98 approprratlon authonty for this purchase IS m the Capital
Improvement Budget account number 32-740-621-20098-8900-99572, "Purchase New
Audltorrum Chairs"
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Recommendation
It IS recommended that the award of a sole source purchase order be made to Clann In
the total amount of $75,85078, including applicable sales tax
Prepared By Pam Wortham, Purchasing Agent
Marganta Lee, Buyer
Rayfield Perry, Operations Supervisor
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