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HomeMy WebLinkAboutStaff Report 360-08City of Palo Alto City Manager’s Report. TO: FROM: HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT:ADMINISTRATIVE SERVICES DATEi OCTOBER 6~ 2008 CMR: 360:08 SUBJECT:Contracts awarded by the City Manager from January 2008 through June 2008 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 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 contractsfrom $25,000 to $8.5,000 awarded from January 1, 2008 through June 30,. 2008 and Attachment B lists goods and construction contracts $65,000 to $250,000 awarded from January through June 30, 2008. AT-TACHMENT Attachment A:- Service Contracts Awarded from January through June 2008 Attachment B: Supply Contracts Awarded from January through June 2008 Attachment C: Excerpt from the PaloAlto Municipal Code CMR: 360:08 Page 1 of 2 PREPARED BY: DEPARTMENT APPROVAL: DORA BETAN~COURT Lead Account Specialist Directoi’, Administrative Services CITY MANAGER APPROVAL: CMR: 360:08 Page 2 of 2 oo oo OO Oo oo oo oo oo oo ooooo b~bb 2,., o o o N.. mZ-I 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. Tl~e 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 fi’om 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 impract!cal, Unavailing or impossible provided that in the case of a public works projeci, 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 cont"actor_ 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 (3) Special conditions attached to a grant, donation or gift requires the use of particular goods and/or services. ~AII 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. © 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 l~een received~ provided that, in the case of a public work 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 overddi0g 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. Attachment C - Page 1 of 2 (i) Professional services were the .estimated total exPenditure by the city, regardless of term, does not exceed $25,000.00. Attachment C - Page 2 of 2