HomeMy WebLinkAboutStaff Report 174-10TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: ADMINISTRATIVE
SERVICES
DATE: MARCH 22, 2010
REPORT TYPE: INFORMATIONAL
CMR: 174:10
SUBJECT: Contracts Awarded by the City Manager from July 2009 through December
2009
This is an information 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) general and professional services in excess of $25,000; and 2) public
works and goods in excess of $65,000. The following attachments fulfill this PAMC reporting
requirement.
Attachment A lists the service contracts awarded by the City Manager or Purchasing Manager
from July 1, 2009 through December 31, 2009. Attachment B lists the construction and goods
contracts awarded by the City Manager or Purchasing Manager from July 1, .2009 through
December 31, 2009. Attachment C lists the blanket order contracts awarded by the City
Manager or Purchasing Manager from July 1, 2009 through December 31, 2009. Blanket orders
allow for multiple purchases of goods or services from a specific vendor for a specific length of
time and dollar amount.
ATTACHMENT
Attachment A: Service Contracts Awarded from July through December 2009
Attachment B: Public Works and Goods Contracts Awarded from July through December 2009
Attachment C: Blanket Order Contracts Awarded from July through December 2009
Attachment D: Excerpt from the Palo Alto Municipal Code
CMR:174:10 Page 1 of 2
PREPARED BY:
GREG PUSTE
Purchasing Manager
DEPARTMENT APPROVAL:
CITY MANAGER APPROVAL:
Director, Administrative Services
7A S EENE
Cit; anager
CMR:174:10 Page 2 of 2
ATT ACHMENT A
Services Contracts Awarded fr om 07/01/09 to .12/31/09
Awarded To
Award
Date
Award
Amount
Bidding Exemption*
or
No . of Bids
Sent/Received
Description
Prodigy Press
D own town Streets, In c.
Communication Academy
Palo Alto Weekly
PA Down town Busin ess A ssoc
BSI Temporary Services
Quin t & Thimmig, LLP
Sherry L. Lund A ssociates
Black Bear Security Services
Silicon Valley Security & Patrol
Hewlett Packard
PaIo Alto Sen ior H ousing Project
Appleone Employment Services
Robert Half Techn ology
Burton SchmaI & Dibenedetto
Admiral Security Services, Inc.
Admiral Security Services, In c.
U nited Design Services
R yerson, Master and Associates
Can opy Trees for Palo Alto
Palo Alto Historical A ssociation
Prodigy Press
R3 Consu lting Gro up, Inc.
Sunnyv ale Forensic Services
Priority Roofing Solu tions, Inc.
Bay Area Geotechnical Group
Baker's Chem -Dry
Public Safety Research Group
Matrix Consu lting Group
Lu anes. Little Ex plorers
08/04/09 25,000 .00 *PAMC2.30 .360(i)
07/01/09 37,856.00 *PAMC2.30 .360(b)
07/08/09 41,000.00 *PAMC2.30 .360(i)
09/01/09 35,000,00 *P AMC2 .30.360(d)
07/21/09 29,120 ,00 *PAMC2 .30.360(b)
07/22/09 26,613.75 *P AMC2.30.360(i)
08/05/09 30,000.00 *PAMC2.30 .360(g)
08/11/09 27,250.00 *PAMC2,30.360(b)
09/16/09 30,000.00 *PAMC2.30 .360(b2)
09/22/09 30,000.00 *PAMC2.30.360(b2)
09/23/09 69,265.51 *PAMC2 .30 .360(d)
09/23/09 79,040.00 *PAMC2 .30.360(b3)
09/23/09 30,000.00 *P AMC2.30.360(b2)
09/23/09 30,000.00 *P AMC2.30 .360(b2)
09/16/09 25,000.00 *PAMC230.360(g)
11/19/09 33,219.00 *PAMC2.30.360(b)
09/17/09 30,000.00 *PAMC2.30.360(b2)
09/08/09 25,000.00 *PAMC2.30.360(i)
11/04/09 25,000.00 *PAMC2.30.360(i)
11/20/09 83,210.00 *PAMC2.30.360(b1)
11/18/09 25,000.00 *PA MC2.30.360(i)
12/01/09 85,000.00 19 5
09/11/09 84,500.00 4 6
07/13/09 30,000.00 3 2
09/10/09 63,790. 01 19 8
10/01/09 75,000.00 12 10
08/27/09 40,607.00 17 9
07/21/09 47,758.12 5 5
12/03/09 29,000.00 5 5
08/13/09 38,550. 20 4 4
Digital imagi ng services
Vol unteer downtown street cleaning
Public spe aki ng i nstruction services -
Legal and display advertisi ng services
Volu nteer maintenance at community playfields
Temporary painting services
Legal services
Co uncil Appointed Officer e val uations
Temporary security services (possible strike)
Temporary security services (possible st rike)
HP ser ver operating system mai ntena nce
CDBG gra nt for Steve nson House
Temporary on -call personnel services (possible strike)
Temporary on -call personnel services (possible strike)
Legal services
Emergency security at CalTrain railroad crossi ng
Emergency sec urity at CalTrain railroad crossing
On -call engi neering drafting services
CPA U professio nal services (verifier for CCAR report)
Tree preservation service
Maintain historical collection at main library
Digital imaging services
Refuse rate re view
Police clinical lab ser vices
Fire station roofing services
Soil testing for CP AU
Specialty cleaning & repair services
Emergency medical services master plan
U tilities audit services
Preschool instruction services
* See Atta chment D for a description of exemptions to competitive solicitation requirements
ATTACIIME NT A
Services Contracts Awarded from 07/01/09 to 12/31/09
A warded To
Award
Date
Award
Amount
Bidding Exemption *
or
No. of Bids
Sent/Rec eiv ed
Descri ption
Tru green Landcare LLC
A dv an ced Con trol Systems, Inc .
H ohbach Lewin , Inc.
Cruz Brothers Locators
Alliant Insuran ce Serv ices, In c.
Joseph J A lbanese, In c.
JLV Equipment, Inc.
HT H arvey & A ssociates
Opticomp Con struction
U tility Finan cial Solu tion s
Peninsula D igital Imaging
08/17/09
07/21/09
07/28/09
07/09/09
07/26/09
10/18/09
07/31/09
11/20/09
10/26/09
11/30/09
09/23/09
75,000.00 14 4
33,880.00 3 2
65,500.00 11 6
50,000.00 3 3
38,904.00 7 6
45,560 .00 5 5
47,250.00 3 3
40,270.00 4 2
36,665.82 3 3
82,340.00 6 6
40,000.00 4 3
Stump remo val a nd root grinding
SCAD A i ntegration engineering services
Public Safety building feasibility study
Utility locati ng services
Employee be nefit broker
PaIo Alto High School driveway improvements
Concrete & asphalt crushing at landfill
San Francisquito Creek vegetatio n mitigation monitoring
College Terrace residential parking permit program
Cost of ser vice and rate design study
Digital imaging of e ngi neering/architectural plan sets
* See 'Attachmen t D for a description of exemption s to competitive solicitation requirements
AT TACHMENT B
Public Works and Goods Contracts Awarded from 07/01/09 to 12/31/09
A warded To
Award
Date
Award
Amount
Biddi ng Exemptio n* Description
or
No. of Bids
Se nt/Recei ved
CSAC Excess Insuran ce Auth 07/26/09
Mun icipal Mainten ance Equip
ABB
A BB
The Okon ite Compan y
Cooper Power Systems
D owntown Ford Sales
The Okonite Company
Emission s Retrofit Grou p
07/07/09
07/21/09
08/24/09
08/27/09
09/21/09
10/15/09
11/23/09
12/08/09
222,533.51 *P AMC2.30.360(f)
86,113.04 2 2
177,142.35 4 2
104,394.93 3 2
164,836.40 6 2
103,651.39 4 3
70,820.25 10 2
119,738.00 6 2
241,143.79 13 5
E xcess worker's compensatio n ins ura nce
Compact sweeper — green machine
Pad -mounted transformers
Pad -mounted tra nsf ormers
Cable
Pad -mou nted transformers
Ford Crown Victoria Police vehicles
Cable
Diesel emissi on retrofit devices for City trucks
* See A ttachment D for a description of exemptions to competitive solicitation requirements
ATTACIEVME N x C
Blanket Orders for Goods and Services Awarded from 07/01/09 to 12/31/09
A warded To
Award
Date
Award
Amo unt
Bidding E xemption* Descriptio n
or
No. of Bids
Sent/Received
Mun icipal Main ten an ce Equip
Morbark, In c_
Ditch Witch Bay Area Sales
Peterson Tracto r, Inc.
Interspiro, In c.
LN Curtis & Son s Oaklan d
A ltec Indu stries
Western Machinery Electric, Inc.
V eracom Ford
Milpitas Materials Company
Milpitas Materials Company
Granite Construction Compan y
Granite Rock Company
Granite Construction Company
Milpitas Materials Company
Skylonda Equ ipment
Skylonda Equipmen t
Basic Chemical Solutions, LLC
B& M Collision Repair
Olin ChIor A lkali Products
Vista Un iversal, Inc.
TMT Enterprises
Toshiba Bu sin ess Solution s
Rou nd Tree Medical, LLC
Golden Bear Detailing
07/01/09 35,000.00 *P AMC2.30.360(b)
07/01/09 65,000 .00 *PAMC2.30.360(b)
07/01/09 50,000.00 *PAMC2.30.360(d)
07/01/09 85,000.00 *PAMC2.30.360(b)
08/18/09 25,000.00 *PAMC2.30.360(b)
08/19/09 25,000.00 *PAMC2.30.360(d)
11/24/09 35,000 .00 *PAMC2.30.360(d)
12/09/09 73,972 .69 *P AMC2.30.360(b2)
07/01/09 30,000.00 6 2
07/01/09 85,000.00 6 1
07/01/09 90,000.00 6 1
07/01/09 115,000.00 5 3
07/01/09 110,000.00 4 3
07/01/09 109,000. 00 5 3
07/01/09 75,000.00 6 1
07/01/09 80,000. 00 3 3
07/01/09 85,000.00 3 3
07/01/09 200,000. 00 3 1
07/01/09 30,000. 00 11 5
07/02/09 223,000.00 6 4
07/16/09 50,000. 00 8 6
07/20/09 98,000.00 7 3
07/27/09 175,000.00 11 4
07/27/09 85,000.00 7 4
08/17/09 33,145.00 7 2
Parts & service for street sweepers & sewer cleaners
Parts & service for landfill wood grinder
Ditch witch parts & service
Caterpillar equipment parts & service
Breathing apparatus masks & accessories for Fire
Fire safety & rescue eq uipment & service
Parts & service for aerial devices for PW equipment
Parts & service for back-up ge nerators
Ford car & light truck parts & service
Concrete prod ucts for PWD
Concrete products for CP AU, WGW
Asphalt concrete products for CPAU, WGW Div
Asphalt concrete products for PWD, Operations Div
Asphalt concrete products for FWD, Operations Div
Concrete products for CP AU, Electric Operatio ns
Compost scree ner & operator for landfill
Compost grinding services for landfill
Sodium bis uIfite for treatme nt plant
Vehicle collision repairs
Sodium hypochlorite for treatment plant
Lighting mainte na nce in parking garages
Compost material for landfill
Toshiba copier rentals & mai ntena nce
Emergency medical supplies for Fire
Mobile vehicle washi ng service
* See Attachment D for a description of exemptions to competitiv e solicitation requirements
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;
(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; and
(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 office or department head and forwarded to purchasing.
(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.
(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 D — Page 1 of 1