Item 6-J

Council Meeting: May 12, 1998 Santa Monica, California

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation that the City Council Waive the Competitive Bidding Requirement and Authorize the City Manager to Negotiate and Execute a Sole Source Purchase Order with Clarin for Original Equipment Manufactured (O.E.M.) 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 Clarin to furnish and deliver original equipment manufactured (O.E.M.) folding chairs for the Event Facilities Division, Community and Cultural Services Department, in the total amount of $75,850.78, including applicable sales tax.

Background

The Event Facilities Division originally purchased Clarin 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 various events, concerts, and meetings, and loaned to other City departments when needed.

The new (1,300) folding chairs will replace existing Clarin chairs that are worn or broken and are compatible with the remaining inventory of (1,200) Clarin chairs.

Staff evaluated comparable chairs from other manufacturers and found that they did not meet the same quality standards as the Clarin chairs. The chairs have tubular frames which are not as durable as the Clarin single channel frames; they have one or two support braces while Clarin has four braces, and they have 2-1/2" or less foam cushions while Clarin has 3" cushions. Additionally, the chairs could not be locked into the existing Clarin chairs for safe stacking and transporting.

Ordinance Number 1742 (CCS), Section 5, paragraph 2.24.080 of the Santa Monica Municipal Code allows exception to competitive bidding when items are purchased from a sole source manufacturer.

Staff has confirmed that Clarin is the sole source manufacturer of these Clarin chairs. They sell direct to the purchaser, not through distributors. The quotation they submitted meets City specifications.

Budget/Financial Impact

Fiscal Year 1997-98 appropriation authority for this purchase is in the Capital Improvement Budget account number 32-740-621-20098-8900-99572, "Purchase New Auditorium Chairs."

Recommendation

It is recommended that the award of a sole source purchase order be made to Clarin in the total amount of $75,850.78, including applicable sales tax.