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Home My WebLink AboutStaff Report 352-09TO: HONORABLE CITY COUNCIL FROM: CITY MANAGER DEPARTMENT: ADMINISTRATIVE SERVICES DATE: SEPTEMBER 21, 2009 CMR: 352:09 REPORT TYPE: Information SUBJECT: Contracts Awarded by the City Manager from January 2009 through June 2009 This is an information report and no Council action is required. DISCUSSION The Palo Alto Municipal Code (P AMC) section 2.30.710 requires the City Manager to provide a biannual report to Council consisting of contracts awarded by the City Manager or the Purchasing Manager for: 1) public works and goods contracts in excess of $65,000; and 2) general and professional service contracts in excess of $25,000. The following attachments fulfill this PAMC reporting requirement. Attachment A lists service contracts from $25,000 to $85,000 awarded from January 1, 2009 through June 30, 2009 and Attachment B lists goods and construction contracts $65,000 to $250,000 awarded from January through June 30, 2009. ATTACHMENT Attachment A: Service Contracts Awarded from January through June 2009 Attachment B: Supply Contracts Awarded from January through June 2009 Attachment C: Excerpt from thc Palo Alto Municipal Code CMR:352:09 Page 1 of2 PREPARED BY: DORA BETANCOURT Lead Account Specialist DEPARTMENT APPROVAL: L Director, Administrative Services CITY MANAGER APPROVAL: CMR: 352:09 Page 2 of2 ATTACHMENT A Services Contracts Awarded ITom 01101109 to 06130109 Awarded To Award Award Bidding Exemption* Description Date Amount or No, of Bids Sent/Received Services Friends of the Park 03/31109 50,000,00 'P AMC2.30.360(a) Lytton Plaza Park, design and Remodel Project Caltrain 01107/09 72,000,00 *PAMC2.30.360(b) Payment for Svcs, Insurance for Under-ground crossing Mclellan Equipment 02/19/09 26,370.80 ·PAMC2.30.360(b) Refurbisbment of Water Truck Robert Half Technology 04128/09 50,000.00 'P AMC2,30.360(b) Consultant Svcs for the SAP Utilities Upgrade Implementation Waukesha Electric Systems 04102109 25,390.00 'P AMC2.30.360(b) Service for the repair of the Hanover substation transformer Switch and Data Management 06/19109 32,400.00 ·PAMC2.30.360(b1) Annual Lease for dark fiber network Access with Paix Canopy Trees for Palo Alto 01121/09 83,210,00 *PAMC2.30.36O(b1) Tree Preservation Services in Palo Alto Acme Scale Company 03/19/09 39,003.41 'P AMC2.30.36O(b2) Remove & Re-Installation of the Mettler Toledo Truck scale Want Construction 03/19/09 53,930.00 'P AMC2.30.36O(b2) Earthwork new ramps and foundation for Scale Area Pad C-Way Custodian Services 03117/09 68,561.00 *p AMC2.30.360(b2) Additional Custodian Serviees Visible Strategies Software Inc 01127109 76,900.00 'P AMC2.30.360(b2) Citywide Perfonnancc MeasurementiTracking Software (See-It) Jaco Environmental, Inc 03126109 35,000,00 'P AMC2.30.360(b2) Refrigerator Recycllng Program Microsoft Corporation 06102/09 41,400.00 ·PAMC2.30.360(d) Microsoft Premier Support Service Scott D Pinsky 06104/09 85,000.00 'P AMC2.30.360(g) Legal Services Musick, Peeler & Garrett LLP 06/19/09 50,000,00 'P AMC2.30.360(g) Legal Services Stobbs & Leone 06110109 85,000.00 *p AMC2.30.360(g) Legal Services Rankin, Landsness, Lahde, Server 06/03109 85,000,00 'P AMC2.30.360(g) Legal Services Jarvis, Fay, Doporto & Gibson 06/03/09 25,000.00 'P AMC2.30.360(g) Legal Services Duncan Weinberg Genzer & Pemb 05118/09 60,000.00 *PAMC2.30.360(g) Legal Services Miller, Starr & Regalia 05118109 50,000.00 'P AMC2.30 .360(g) Legal Services Liebert Cassidy & Whitmore 05/18/09 30,000.00 ·PAMC2.30.360(g) Legal Services Stubbs & Leone 01122/09 50,000.00 'P AMC2.30.360(g) Legal Services Luhdorff & Sealmanini Consult 02118/09 25,000.00 'P AMC2.30.360(i) Well Rebabilitation Assessment I Energy Solutions 06110109 25,000.00 'P AMC2.30.360(i) Led Streetlight Project Carl Warren & Company 04/16109 50,000,00 'P AMC2.30.360(i) Claims Adjusting Services PBS&J 02124/09 43,197.00 ·PAMC2.30.360(o) Consultant Services Page Mill Rd ISIMND DCA International, LLC 05/08/09 63,589.00 19 10 Labor, equipment & services for Police Traffic Div. Handheld Auto Citation System Garda CL West, Inc 01122109 35,000.00 6 2 Armed Courier Svcs in Support of Revenue Collections * see attachment C description of bidding exemptions Page lof2 ATTACHMENT A Services Contracts Awarded from 01/01/09 to 06/30109 Awarded To Services JJR Construction, Inc Award Date 04/22/09 Northgate Environmental Manage 03/05/09 Golder Associates, Inc 01112/09 Finn Design GTOup, Inc 01130/09 Peninsula Crane & Rigging Co. 02/19109 Streamline Builders 03/09109 Applied Development Economics 04113/09 Penhall Company 01129109 Loral Landscaping, Inc. 05121/09 Consolidated Engineering Lab 05/14/09 Aecom Usa, Inc. 05/14109 Graneworks Inc 03/02/09 Mindworks, Inc. 04/30/09 American Air Conditioning 06/05/09 Skylonda Equipment 01/26/09 Contract Sweeping Services 04/17/09 Environmental Planning Consult. 05121109 Pacific Mobile Structures Inc 04/07/09 Cupertino Electric, Inc 03/30/09 Maneseo 04/30/09 Duran & Venables, Inc. 05/15/09 Northwest Woodland Services 05/27/09 San Jose Boiler Works 04122/09 Gas Transmission Systems, Inc. 06/02/09 Koff & Associates, Inc 06/18/09 Award Amount 37,975.00 52,145.60 84,472.00 42,100.00 85,000.00 70,000.00 30,855.00 45,000.00 31,746.00 30,000.00 82,775.00 42,942.90 46,095.00 79,698.00 75,000.00 31,100.00 84,180.00 46,990.91 51,924.01 41,000.00 42,570.00 27,184.00 39,750.00 37,450.00 28,965.00 * see attachment C description of bidding exemptions Bidding Exemption' or No. of Bids Sent/Received 15 8 3 15 14 10 3 2 6 4 27 15 14 8 12 3 II 2 7 6 9 4 4 I 3 3 9 3 4 4 5 3 7 3 3 3 3 3 5 2 3 3 3 3 3 2 3 3 3 3 Description Pervious Concrete Pathway at the Arastradero Preserve Visitor'S Center Site Services to Conduct Phase I & II Environmental Assessments At the Palo Alto Airport Services for Landfill Environmental Control Systems Maintenance, MonitorIng and Reporting Professional Services fur the Upgrade of the Adobe Creek Substation Crane Services for Electric Distribution and Pole Lines Equipment MSC Electric Operations Remodel Consultant Agreement Public Safety Fee Nexus Study, and Propose Fee Ordinance Pavement Saw Cutting Services for Utilities WGW Operations. General Site and Field Landscape Maintenance At CCC Soils and Material Testing Services for various projects Consultant Services to explore Grenhouse Gas Reduction at The Water Quality Operations Labor, Equiment fur the RemovaJ of existing hoist & trolley at The Water Quality Control Plant. Ptovision of SAP Client Copy Software Labor and Material for Art Center Kiln Hood Replacement Trucking Services from P A Landfill to vendor's yard Downtown Steam Cleaning Services. Zero Waste Technical Assistance Monthly Rental-Temp Trailer at the College Terrace Library Install new Electrical Service at the Landfill Gas Leakage Survey College Terrace Library Portable Trailer Site preparation Byxbee Trails Repair Ptoject Equipment and Services for the Boiler at the Rinconada Pool Operator Qualification Ptogram for the Utilities Dept Consuitant Services for MgmtlProfessional Benchmarking Study Page 2 of2 AlTACHMENT B Supply Contracts Awarded from 01/01/09 to 06130/09 Awarded To Award Award Bidding Exemption' Description Date Amount or No. of Bids SenUReceived Supplies Internpiro, Inc 06110109 212,095.22 'P AMC2.30.360( d) Purchase of Fire Apparatus Equipment -FaceplatelHarness. Wesco Distribution, Inc. 02109109 169.341.97 8 4 Purchase of Three Phase Padmount Transformers RYB AE Power Systems, Inc. 03125/09 113,956.94 10 3 Purchase of Two 69kV Line Vacuum Circuit Breakers fur Adobe Creek Substation. Perkin Elmer Life and Analytic 04124/09 124,857.46 4 4 Purchase and delivery of an Inductively Coupled Plasma Mass Spectrometer for the Lab at the Water Quality Control Plant Downtown Ford Sales 05120109 192,044.08 8 7 Purchase of Seven 2009 Ford Crown Victoria Police Interceptor equipped * see attachment C description of bidding exemptions Page 1 of 1 ATTACHMENT C EXCERPT FROM THE PALO ALTO MUNICIPAL CODE Section 2.30.360 Exemptions from competitive solicitation requirements. The following are exemptions from the informal and formal competitive solicitation requirements of this chapter. It is expected that the exemptions will be narrowly applied. The department requesting an exemption shall provide all relevant information supporting the application of the exemption to the purchasing manager. Based on this information, the purchasing manager shall make a recommendation to the city manager and the city manager shall determine whether an exemption from competitive solicitation requirements applies. Nothing herein is intended to preclude use of competitive solicitations where possible. (a) Emergency Contracts as defined in Section 2.30.210(f) (b) Situations where solicitations of bids or proposals would for any reason be impractical, unavailing or impossible provided that in the case of a public works project, the project is not otherwise required by the Charter to be formally bid. These situations are those where solicitations of bids or proposals would not be useful or produce any advantage for the city. Situations where solicitations of bids or proposals would be impractical, unavailing or impossible, include, but are not limited to, the following: (1) Specifications cannot be drawn in a way that would enable more than one vendor or contractor to meet them; (2) Due to circumstances beyond the control of the city, the time necessary to use the competitive solicitation process procedures and requirements would result in a substantial economic loss to the city, or the substantial interference with a required city operation (c) Where competitive bids or requests for proposals have been solicited and no bid or proposal has been received or no bid or proposal meeting the requirements of the invitation to bid or request for proposal has been received, provided that, in the case of a public works project, the project is not otherwise required by the Charter to be formally bid. (d) Contracts for goods, wholesale commodities and related services, general services or professional services available from only one source where there is no adequate substitute or equivalent provider. Examples of acceptable sole source purchases are: equipment for which there is no comparable competitive product, proprietary products sold directly from the manufacturer, a component or replacement part for which there is no commercially available substitute and which can be obtained only from the manufacturer, items where there is only one authorized distributor in the area, and items where compatibility with items in use by the city is an overriding consideration. All requests for sole source purchases shall be supported by written documentation (facsimile or electronic mail may be used), approved by the office or department head and forwarded to purchasing. (g) Legal services contracts, including outside counsel and experts for litigation or other legal proceedings. (i) Professional services contracts where the estimated total expenditure by the city, regardless of term, does not exceed $25,000.00 .. Attachment C -Page 1 of 2 ATTACHMENT C EXCERPT FROM THE PALO ALTO MUNICIPAL CODE Section 2.30.360 Exemptions from competitive solicitation requirements. (0) Contracts with private developers to construct public improvements In connection with their development project even if the city contributes funds to the improvement project. provided that the proJect is not otherwise required by the Charter to be formally bid. Attachment C -Page 2 of 2