HomeMy WebLinkAboutStaff Report 348-10J
TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: ADMINISTRATIVE
SERVICES
DATE: SEPTEMBER 13,2010 CMR: 348:10
REPORT TYPE: INFORMATION
SUBJECT: Contracts Awarded by the City Manager from January 2010 through June
2010
This is an infOlmational 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 consistirtg 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 fonowing attachments fulfill
this PAMC reporting requirement.
Attachment A lists service contracts from $25,000 to $85,000 awarded from January 1, 2010
through June 30, 2010 and Attachment B lists goods and construction contracts $65,000 to
$250,000 awarded from January through June 30, 2010.
ATTACHMENT
Attachment A: Service Contracts Awarded from January 2010 through June 2010
Attachment B: Supply Contracts A warded from January 2010 through June 2010
Attachment C: Excerpt from the Palo Alto Municipal Code
PREPARED BY:
Lead Account Specialist ~-r-n
DEPARTMENT APPROVAL:
CMR:348:10 Page 1 of2
CITY MANAGER APPROVAL:
CMR:348:10
v~~Lo~-t:p r;,r. JAMES KEENE
\ ~ City Manager
Page 2 of2
Awarded To Award
Date
Services
Ebsco Subscription Svcs 03125/10
Keesal Young Logan 03/07/10
McCormick, Kidman 05/20110
Jarvis, Fay, Doporto & Gibson 04123110
Accela, Inc. 06/07110
Jarvis, Fay Doporto & Gibson 06/17/10
Northwest Woodland Services 06/26/10
Equioix; Inc. 05/26/10
Castlewood Construction 01119110
Tracker Products, LLC 01105/10
Kimley Hom & Assoc. 02102110
United Design Services 01112110
Project Sentinel 04123110
Abtecb 01/05110
Siegfried Engineering, Inc. 03111110
Oakley Water Strategies 02126110
Toshiba 05/26/10
Golden State Utility Co. 02118/10
ATTACHMENT A
Services Contracts Awarded from 01/01/10 to 06/30110
($25,000-$85,000)
Award Bidding Exemption' Description
Amount or
No. of Bids
Sent/Received
40,000.00 *p AMC2.30.360( d) Library Subscription Services
85,000.00 'P AMC2.30 .360(g) Legal Services
25,000.00 'PAMC2.30.360(g) Legal Services
85,000.00 'P AMC2.30.360(g) Legal Services
26,880.00 *PAMC2.30.360(d) Consulting Services fur Accola conversion
35,000.00 *p AMC2.30.360(g) Legal Services
25,000.00 'P AMC2.30.360(i) Road/trail repairs at Palo Alto Foothills
35,100.00 'P AMC2.30.360(b)1 Annual P AIX Lease
80,080.00 20 8 Bowling green restroom remodel
44,694.00 8 7 Barcoding System for the Police Department
44,897.00 3 3 Services fur Speed Survey on various roadway segments.
85,000.00 9 7 On Call drafting Services for Utilities Dept, Eng Division
40,632.00 6 1 Mediation services
33,000.00 12 6 HP Hardware Maintenance Support
71,491.20 28 17 Data Survey Services for upcoming CIP projects
78,635.00 12 3 NPDES Permit Assistance for RQCP
41,000.00 43 11 Lease agreement for City Wide Copiers
85,000.00 4 3 General Services for Utilities Dept & Assistance with Electric
undergrOlmd Services Alert (USA) program
* see attachment C description of bidding exemptions Page 1 of2
ATTACHMENT A
Services Contracts Awarded from 01/01110 to 06130/10
($25,000-$85,000)
Awarded To Award Award Bidding Exemption" Description
Date Amount or
No. of Bids
Sent/Received
Services
Dillard Environmental 04/13/10 35,880.00 10 3 Transport and disposal of sewage treatment plant Screeings at
RWQCP
Pacific Coast Trane Svcs 031l51l0 73,095.00 4 3 Labor and material for Civic Center chill replacement project
Pestec 04/07/10 35,000.00 II 5 IPM Structrn:al Pest Control Services fur Public Works
Val Security 01129110 73,000.00 II 19 Security Services for Track Watch
GSE Construction Company 05/06110 60,000.00 II 2 Contractor to provide Emergency & Critical Construction
Services as needed at RWQCP
F. Rodgers Corp. 03/17/10 54,188.00 14 7 Labor, tools, equipment and transportation for sustainable
green roof at R WQCP Administration building
DKS Associates 05/12/10 44,590.00 17 6 Transportation consultant to prepare signing & striping plan
for Arastradero Rd.
Ross McDonald 03/03/10 38,907.00 3 3 Temporary Library Shelving from Mitchell Park to Cuhherley
community Center
Royston Hanamoto Alley Abey 02104/10 65,498.00 8 5 Landscape Architect services for California Avo, Phase II
Asbestos Management Group. 04109110 29,555.00 15 17 Downtown Library Haz Abatement Asbestos & Lead removal
Edward R Bacon 04/09/10 49,329.39 7 3 Labor, Equipment & installation for generator fuel flow meter
Moovers, Inc. 05124/10 83,019.00 7 8 Mitchell park library moving services
Badger Day lighting 05/17110 25,650.00 9 3 Industrial vacuuming services at R WQCP
Scaffold Inspection OS/21/10 76,800.00 7 2 Labor and materials for Civic Center Facade' System
Webco Sweeping 04/09/10 28,815.00 5 5 Downtown steam cleaning services
Eddie Chau Design 03/02110 61,167.00 8 5 On-Call Landscape Architecture Consultant Services
Hatch Mott MacDonald, LLC 04128110 60,000.00 4 1 Consulting services for Peer review-HSR Alt Analysis
Water Solutions 05127/10 47,500.00 8 5 Cross connection control hazard survey for Utilities Dept.
Koffler Electrical 06/06110 39,534.85 8 8 Matadero pump station repairs
Power Engineering 05/06110 40,000.00 11 2 Emergency & Critical Constmctions Services as needed at
RWQCP
* see attachment C description of bidding exemptions Page 2 of2
Awarded To
lnfilco Degremont:, Inc.
SF Ford Lincoln Mercury
Western Blue Corporation
ABB
Award
Date
04/0'5/10'
0'5/11110'
05/20'110'
0'6/0'7110'
ATTACHMENT B
Goods Contracts Awarded from 0'110'1110 to 06/30110'
($65,0'0'0'·$250',000')
Award
Amount
75,846.81
245,943.60'
88,819.17
89,534.76
Bidding Exemption*
or
No. of Bids
Sent/Received
*PAMC2.30.900(d)
10 7
19 6
2 2
Description
Heilco Press less gearbox & motor
Cargo vans and Ford trucks
10'0' HP 8000' SFF PC and 20 HLP2065, 20 LeDS
Transformers
* See Attachment C for a description of exemptions to competitive solicitation requirements
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ATIACHMENTC
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(1)
(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.
(9) 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
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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 are that:
(a) Repair and maintenance costs would be minimized;
(b) User personnel training would be facilitated thereby;
(c) Supplies or spare parts would be minimized;
(d) Modifications to existing equipment would not be necessary;
( e) Training of repair and maintenance personnel would be minimized; and
(f) Matching existing supplies, materials or equipment is required for proper
operation of a function or program.
Attachment C -Page 2 of 2