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HomeMy WebLinkAboutStaff Report 182-05City of Palo Alto City Manager's Report TO: HONORABLE CITY COUNCIL FROM: CITY MANAGER DEPARTMENT: ADMINISTRATIVE SERVICES DATE: MARCH 14, 2005 CMR: 182:05 SUBJECT: CONTRACTS AWARDED BY THE CITY MANAGER FROM JULY 2004 THROUGH DECEMBER 2004 This is an informational report and no Council acti.on is required. DISCUSSION On May 17, 2004, the Council adopted Chapter 2.30 (CMR:259:04) of the Palo Alto Municipal Code (PAMC). PAMC section 2.30.710 re.quires 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 P AMC reporting requirement. Attachment A lists service contracts from $25,000 to $85,000 awarded from July 1, 2004 through December 31, 2004 and Attachment B lists supply contracts $25,000 to $250,000 awarded from July through December 2004. Attachment C lists blanket order contracts from $25,000 to $85,000 for services and $25,000 to $250,000 for supplies awarded from July through December 2004. Blanket orders are service or material contracts established for multiple purchases with a specific vendor for a specific length of time and dollar amount. ATTACHMENT Attachment A: Service Contracts A warded from July through December 2004 Attachment B: Supply Contracts Awarded from July through December 2004 Attachment C: Blanket Order Contracts Awarded from July through December 2004 Attachment D: Excerpt from the Palo Alto Municipal Code CMR: 182:05 Page 1 of2 PREPARED BY: JANIe ROESSLER . Lead \Account Specialist DEPARTMENT APPROVAL: CITY MANAGER APPROVAL: Assistant City Manager CMR: 182:05 Page 2 of2 ., , ATTACHMENT A Service Contracts Awarded during the period from 07/01/04 to 12/31/04 Awarded To Services West Coast Arborists, Inc. Award Date 11108/04 Ashron Construction &Restoration 11109104 Marcor Remediation Inc. 09/22/04 JF Pacific Liners Inc. 11105/04 Comprise Technologies Inc. 09/22/04 Melissa Olsen Cavallo 12/07/04 Collection Bureau of America 12/01/04 Clara-Mateo AlliancelInnvision 07/05/04 City of San Jose 10107/04 JJ Albanese Inc. 08/09104 Kidz Love Soccer Inc. 07/27/04 Geodesy 07/12/04 Group 1 Software 07/07/04 The Ferguson Group LLC 08/30104 K2 Partnering Solutions 08/05/04 Kelly Jean Fergusson 09121104 On Your Toes 07/02/04 TL Pencek And Associates Inc. 07/20104 Libramation 09/08/04 Verizon Select Services 08112/04 Music for Families Inc. 09/29/04 Twister Gym & Fitness 08/20104 Silicon Shores Inc. 07/07/04 Microsoft Corporation 07/01104 Rocky Mountain Institute 10/26/04 Project Sentinel 07/05/04 Warren's Waller Press Inc. 08110/04 Award Amount 55,185.00 26,260.00 31,901.00 45,500.00 66,166.00 60,000.00 40,000.00 45,900.00 52,482.00 54,047.30 50,000.00 36,000.00 49,170.40 64,000.00 85,000.00 50,000.00 42,000.00 65,000.00 48,059.75 27,000.00 47,000.00 26,648.84 42,455.20 34,000.00 75,600.00 26,800.00 29,526.00 Bids No. of Description Sent Responses 9 4 University Ave. Street Tree Project 5 3 Civic Center Plaza Waterproofing Project 6 2 Fire Stations 1 & 2 Asbestos Abasement 5 2 Live Line Cleaning of Large Diameter Sewer 16 9 Library Access Computer Management System 5 3 Financial Project Coordination Services 27 7 Provision of Collection Agency Services PAMC 2.30.360 (b) Transitional Shelter Services (CDBG) PAMC 2.30.360 G1) Analysis of Suspect Fingerprints 5 3 Downtown North Traffic Calming Project 6 0 Provision of Soccer Classes & Camps PAMC 2.30.360 (b) GIS Software Maintenance & Support PAMC 2.30.360 (b) Renewal Maintenance HP-UNIX PAMC 2.30.360 (b) Provision of Federal LegislativelRegulatory Representation 4 2 On-Call Application Support Services PAMC 2.30.360 (b) GIS Application Development & QC Support PAMC 2.30.360 (b) Instructors for Childrens Dance Program 8 3 IT External Sales, Marketing & Strategic Planning Support 5 3 Self Check Out Units PAMC 2.30.360 (d) PBX Monthly Maintenance Agreement 6 2 Music Services for Preschoolers PAMC 2.30.360 (b) Instructional Summer Sports Camp Service PAMC 2.30.360 (b) Instructors for Sailing, Racing, and Recreational Camps PAMC 2.30.360 (d) Annual Renewal Microsoft Premier Support PAMC 2.30.360 (d) Consulting for Local Energy Resource Planning Integration PAMC 2.30.360 (b) Administration of a Fair Housing Program (CDBG) 11 6 Printing Services Enjoy Catalog Page 1 of2 ATTACHMENT A Service Contracts Awarded during the period from 07/01/04 to 12/31/04 Awarded To Services Award Date MHA Environmental Consulting 08/18/04 Springboard Forward 08/10104 Lynx Technologies Inc. 08/04/04 San Francisquito Creek Joint Powers 09/16/04 Zongar Johnson Construction 08/26/04 MCI Worldcom Network Services 09/16/04 Linhart Peterson Powers Associates 11122104 Vianet Communications 10105/04 Acme & Sons Sanitation 09/23/04 Public Safety Systems Inc. 11101104 Canopy Trees for Palo Alto 11116104 Hy Floor & Gameline Painting 11113/04 Xerox Corporation 12129104 Award Amount 45,000.00 40,310.00 30,000.00 62,845.00 43,789.56 35,973.00 63,000.00 41,400.00 29,130.97 46,500.00 45,000.00 35,157.00 36,000.00 Bids No. of . Sent Responses PAMC 2.30.360 (b) PAMC 2.30.360 (b) PAMC 2.30.360 (d) PAMC 2.30.360 01) PAMC 2.30.360 (c) PAMC 2.30.360 (b) PAMC 2.30.360 (c) PAMC 2.30.360 (b) 3 3 PAMC 2.30.360 (b) PAMC2.30.360 (d) 3 1 PAMC 2.30.360 02) Page 2 of2 Description Consulting Services for Zoning Ordinance Update Phase 12 of the Seasonal Employment Opportunity Program Mapping Services Joint Budget Agreement Tennis Court Cleaning Services Relocation of Fiber Optics -JBP Embarcadero Bike Path Building Inspection Services for Hyatt Senior Housing Project Internet Access for FTTH Trial and Technical Support Rental of Holding Tanks for Fire Stations 1 & 2 Project Annual Software Support Services for Response CAD System Consulting for Tree Preservation Fund Raising Hardwood Floor Refmishing Service Lease of CopierlPrinter ,."-r' ATTACHMENT B Supply Contracts Awarded during the period from 07/01/04 to 12/31/04 ' Awarded To Supplies Award ,Date Altec Industries Inc. 07/13/04 Cues Inc. 08112104 Computerland of Silicon Valley 08/25/04 Pirelli Cables North America 10113/04 Accel 12/06104 Municipal Maintenance Equipment 12/08/04 Software House International 07113104 Eplus Technology 07/22/04 ' Ace Supply Co Inc. 08/04/04 Cooper Power Systems 08118104 Infilco Degremont Inc. 09/16104 Krohne Inc. 09/28/04 Pauwels Transformer Inc. 09/29/04 Libramation 12/29/04 Applied Industrial Technologies 10/25/04 Award Amount 107,695.76 151,387.63 130,230.17 139,804.88 81,614.01 75,316.03 48,936.58, 35,669.46 30,366.29 62,383.60 40,220.90 32,318.68 32,520.46 52,755.31 38,624.79 Bids No, of Sent Responses 7 I PAMC 2.30.360 G2) 7 5 3 3 PAMC 2.30.360 (b) PAMC 2.30.360 (d) 3 2 10 6 4 4 5 4 PAMC 2.30.360 (e) PAMC 2.30.360 (e) 5 3 3 3 4 4 Description Two-Yard Dump Bodies & Accessories CCTV Sewer Van HP D530 Series, Toshiba and Peripherals Assorted High Voltage Cables Final Liability Payroll Audit GO-4 Parking Scooter and Accessories Symantec Enterprise With One Year Platinum Support HPD530 UST Street Light Poles Transformers New Drive Shaft and Follower Shaft Assemblies Tidaflux Flowmeter and Field Service Padmounted Three-Phase Distribution Transformers Mark -3 Easy Check System Linkbelt Speed Reducer ATTACHMENT C SupplieslServices Blanket Orders Awarded during the period from 07/01/04 to 12/31/04 Awarded To Award Award Bids No. of Description Date Amount Sent Responses Services/Supplies Landfirst Consultants Inc. 08/03/04 92,931.75 PAMC 2.30.360 (b) Compost Materials Guadalupe Rubbish Disposal 07112/04 65,155.25 PAMC 2.30.360 (b) Mulch Material Raisch Products 07115/04 104,000.00 3 3 Asphalt Concrete Products Howard Industries Inc. 11109/04 250,000.00 . 7 4 Self Cooled Distribution Transformers Cooper Power Systems 11109/04 250,000.00 7 4 Self Cooled Distribution Transformers Baker & Taylor 08/04/04 91,500.00 8 7 Library Materials and Rela,ted Services Manpower 07/26/04 85,000.00 6 3 Temporary Personnel Services Peterson Tractor Inc. 07114/04 85,000.00 8 5 Heavy Equipment Maintenance and Repair Services . ... -,. 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 soiicitation 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. (c) Where competitive bids or requests for proposals have been solicited and no bid or proposal has been received orno 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 br 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. U) 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; or Attachment D -Page 1 of 2 (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 " .