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HomeMy WebLinkAboutStaff Report 181-08TO: FROM: HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT: ADMINISTRATIVE SERVICES DATE:APRIL 7, 2008 CMR: 181:08 SUBJECT:CONTRACTS AWARDED BY THE CITY MANAGER FROM JULY 2007 THROUGH DECEMBER 2007 This is an informational report and no Council action is required. DISCUSSION The Palo Alto Municipal Code (PAMC) Section 2.30.710 requires the City Manager to provide a biannual report to Council on 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 attachments to this report fulfill the PAMC reporting requirement. Attaclm~ent A lists service contracts from $25,000 to $85,000 awarded from July 1, 2007 through December 31, 2007. Attachment B lists goods and construction contracts from $65,000 to $250,000 awarded from July through December 2007. Attachment C lists blanket order contracts from $25,000 to $85,000 for services and $65,000 to $250,000 for goods awarded from July through December 2007. Blanket orders are service or goods contracts established for multiple purchases with a specific vendor for a specific length of time and dollar amount. ATTACHMENTS Attachment A: Service Contracts Awarded from July through December 2007 Attactmaent B: Supply Contracts Awarded from July through December 2007 Attachment C: Blanket Order Contracts Awarded from July through December 2007 Attachment D: Excerpt from the Palo Alto Municipal Code PREPARED BY: DORA BF.~/~f,ICOURT Lead Account Specialist CMR: 181:08 Page 1 of 2 DEPARTMENT APPROVAL: CITY MANAGER APPROVAL: LALO PEREZ Director, Administrative Services EMILY HARRISON Assistant City Manager CMR: 181:08 Page 2 of 2 0 r © ._o 000000000 ATTACHMENT D 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. (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 3) Special conditions attached to a grant, donation or gift requires the use of particular goods and/or services. All requests for exemptions under this subsection shall be supported by written documentation facsimile or electronic mail may be used), approved by the department head and forwarded to purchasing. (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. (e) Contracts for goods where, pursuant to Section 2.30.900, the city manager has determined that standardization of the supplies, materials or equipment is permissible. (f) Placement of insurance coverage and bonds. (g) Legal services contracts, including outside counsel and experts for litigation or other legal proceedings. Attachment D - Page 1 of 2 (h) Professional services contracts for private development related studies and services when funded wholly by private developers (i) Professional services contracts where the estimated total expenditure by the city, regardless of term, does not exceed $25,000.00 (j) Contracts with any public agency or governmental body to obtain goods and/or services that meet either of the following criteria: 2) The use of another governmental or public agency’s contract provided the original parties to the contract agree, the contract was awarded within twelve months of the date the city contracts for the goods and/or services, and the contract resulted from solicitation methods similar to those required by this chapter. Attachment D - Page 2 of 2