HomeMy WebLinkAboutStaff Report 160-06City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT:ADMINISTRATIVE
SERVICES
DATE:
SUBJECT:
MARCH 20, 2006 CMR: 160:06
CONTRACTS AWARDED BY THE CITY MANAGER FROM JULY 2005
THROUGH DECEMBER 2005
This is an informational report and no Council action is required.
DISCUSSION ,
On June 7, 2004, the Council adopted Chapter 2.30 (CMR:259:04) of the Palo Alto Municipal
Code (PANIC). 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 the new PAMC
reporting requirement.
Attachment A lists service contracts from $25,000 to $85,000 awarded from July 1, 2005
through December 31, 2005 and Attachment B lists goods and construction contracts $65,000 to
$250,000 awarded from July through December 2005. 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 2005. Blanket orders are service or goods contracts established for multiple
purchases with a specific vendor for a specific length of time and dollar amount.
ATTACHMENT
Attachment A: Service Contracts Awarded from July through December 2005
Attachment B: Supply Contracts Awarded from July through December 2005
Attachment C: Blanket Order Contracts Awarded from July through December 2005
Attachment D: Excerpt from the Palo Alto Municipal Code
CMR: 160:06 Page 1 of 2
PREPARED BY:
DEPARTMENT APPROVAL:
CITY MANAGER APPROVAL:
DORA BETANC--’OURT
Lead Account Specialist
Director, A0~inistrative Services
/EMILY ~SON
’Assist~t Ci~ M~ager
CMR: !60:06 Page 2 of 2
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ATTACHMENT D
EXCERPT FROM THE PALO ALTO MUNICIPAL CODE
Section 2.30.360 Exemptions from competitive soficitation 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;
(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.
(f) Placement of Insurance coverage and bonds.
(i) Professional services contracts where the estimated expenditure by the city, regardless of
term, does not exceed $25,000
(j) Contracts with any public agency or governmental body to obtain goods and/or services that
meet either of the following criteria:
(1) Cooperative purchases where the city participates with one or more other
governmental or public agencies in a cooperative agreement, provided at least one of the
agencies has used solicitation process methods substantially similar to those required by this
chapter
Attachment D - Page 1 of 2
Section 2.30.900 Standardization
Where the city manager has determined that it is required by the health, safety or welfare of the
people or employees of the city, or that significant costs savings have been demonstrated,
standardization of supplies, materials or equipment, including information and communication
technology, for purchase or to be used in a public works project is permitted and the
specifications may specify a single brand or trade name. Among the factors that may be
considered in determining to standardize on a single brand or trade name.
Attachment D - Page 2 of 2