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°�-421 "_ty STAFF REPORT
Recreation and Community Services Department
DATE: May 19, 2015
TO: Honorable Mayor and City Council
FROM: Sara Somogyi, Director of Recreation and Community Services
SUBJECT: AMENDMENT TO THE PURCHASE ORDER WITH MITY LITE FOR
NEW CHAIRS FOR THE COMMUNITY CENTER
Recommendation: Approve
SUMMARY
On February 3, 2015, the City Council approved the purchase of new chairs and chair
carts for the Community Center in the amount not to exceed $35,000. Staff proceeded
to work with the company, Mity Lite, to make the purchase. Unfortunately, there was a
misunderstanding with the chair order. While the City had specified verbally that the
chairs should have arms, the 400 chairs that were actually ordered and delivered to the
Community Center were without arms. The senior population at the Community Center
needs the arms on a chair to help them sit down and get up; the arms are an essential
part of the chair. Staff was able to work out a resolution to the problem with Mity Lite.
Additional funds are needed for the purchase to include the cost of upgrading the chair
to include arms. A majority of the funds needed for the upgrade is within the original
budget for the chairs.
DISCUSSION
In reviewing the situation, it became apparent that the City and the vendor were partially
responsible for the error in the order. While the City verbally specified chairs with arms,
the actual written order provided by the vendor and signed off by staff was a model
number that did not come with arms.
As part of the solution worked out with Mity Lite, the company will manufacture new
chairs with arms. The new arm chairs will then be shipped to Arcadia where the non -
arm chairs are being kept. Staff from the Mity Lite Company will be flown down to work
in Arcadia to take the existing fabric portions off the chairs without arms and place them
onto the chairs with arms. Mity Lite will be responsible for all costs related to their staff
working in Arcadia. The job is expected to take two days to complete. The chairs
Community Center Chairs
February 3, 2015
Page 2 of 2
without arms will then be shipped back to Mity Lite. A determination will be made if the
chairs will be usable in another order. If they are not usable, Mity Lite will scrap the
chairs at no cost to the City. The City will only be responsible for the price difference
between the two chair models.
FISCAL IMPACT
There was a total of $55,000 in the original budget for this purchase. The City utilized a
GSA contract guaranteeing the lowest price for the products and the original purchase
order was for a price not -to- exceed $35,000. The cost to upgrade each chair to include
arms is approximately $50 per chair. Once tax and shipping is included, the final total
purchase price will be $58,418. The additional $3,418 over the budgeted amount is
available from savings elsewhere in the Recreation & Community Services Department
budget. No additional appropriation is required.
RECOMMENDATION
It is recommended that the City Council approve an amendment to the purchase order
with Mite Lite for new chairs for the Community Center in an amount not -to- exceed
$58,418.
Approved,
Dominic Lazzart�
City Manager