HomeMy WebLinkAboutStaff Report 2653 (2)City of Palo Alto (ID # 2653)
City Council Informational Report
Report Type: Informational Report Meeting Date: 4/9/2012
April 09, 2012 Page 1 of 1
(ID # 2653)
Title: Contracts Awarded by the City Manager
Subject: Contracts Awarded by the City Manager from July 1, 2011 through
December 31, 2011
From: City Manager
Lead Department: Administrative Services
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, 2011 through December 31, 2011. Attachment B lists the construction and goods
contracts awarded by the City Manager or Purchasing Manager from July 1, 2011 through
December 31, 2011. Attachment C lists the blanket order contracts awarded by the City
Manager or Purchasing Manager from July 1, 2011 through December 31, 2011. Blanket orders
allow for multiple purchases of goods or services from a specific vendor for a specific length of
time and dollar amount.
Attachments:
Attachment A: Services 070111-123111 (PDF)
Attachment B: Purchase Orders 7.01.11 - 12.31.11 (PDF)
Attachment C: BPO for Goods and Services Awarded from 011 (PDF)
Attachment D: Exemptions from Competitive Solicitation (PDF)
Prepared By:Gloria Jimenez, Administrative Specialist II
Department Head:Lalo Perez, Director
City Manager Approval: James Keene, City Manager
ATTACHMENT A
* See attachment D for description of bidding exemptions Page 1 of 2
Service Contracts Awarded from 07/01/11-12/31/11
($25,000-$85,000)
________________________________________________________________________________________________________
Contract Award Award Bidding Exemption* Description
Awarded To Date Amount or
No. of Bids
Sent/Received
________________________________________________________________________________________________________
Renne Sloan Holtzman Sakai LLP 09/14/11 85,000.00 *PAMC2.30.360(g) Legal services
Raftelis Financial Consulting 12/07/11 85,000.00 8 5 Service Study for Water Utility
Priority Roofing Solutions Inc. 10/17/11 81,180.00 24 8 Cubberley Theater Roof
Roto-Rooter Services Company 08/26/11 80,000.00 7 1 Sewer Lateral Cleaning
Stanford University 10/24/11 80,000.00 *PAMC2.30.360(n) Participation in Stanford Research
Val Security Inc 07/01/11 75,000.00 13 6 Railroad "Track Watch" Security
Thomas Dee Engineering Co. Inc 09/09/11 67,876.20 *PAMC2.30.360(b) Repairs to Refractory Incinerator
IEDA 11/28/11 67,000.00 *PAMC2.30.360(d) EDA Labor Relations Services
Ferma Corporation 11/16/11 66,750.00 3 3 Concrete debris crushing
Riezebos Holzbaur Group LLC 09/21/11 65,763.91 4 2 Graphic Design
Cybertary.com 07/01/11 55,000.00 5 13 Transcription Services
Pitney Bowes Software, Inc. 10/20/11 54,335.55 *PAMC2.30.200(e) Software License Maintenance
Kennedy Jenks Consultants 10/12/11 50,000.00 *PAMC2.30.360(d) On-Call Engineering Services
GEODESY 0923/11 45,000.00 *2.30.360(d) Encompass Software Maintenance
Chrisp Company 07/28/11 41,481.00 16 1 Thermo striping
Mcguire and Hester 12/19/11 40,150.00 *PAMC2.30.360(c) Service/Maintain Pipeline System
Garda CL West, Inc. 08/17/11 40,000.00 4 1 Armed courier service
Employee Benefit Specialists 11/09/11 38,305.00 4 2 Retiree Reimbursement Administrator
Transformer Technologies LLC 11/28/11 38,000.00 3 3 Removal of transformers and switchgear
Palo Alto Weekly 07/01/11 35,600.00 6 4 Legal Advertising
Equinix, Inc. 08/15/11 35,100.00 *PAMC2.30.360(b)1 Renewal of Lease/ Internet Exch Center
US Healthworks Medical Group 10/26/11 35,000.00 *PAMC2.30.360(d) Occupational Medicine Services
Zillowatt (Non-Profit) 11/19/11 35,000.00 *PAMC2.30.360(b)3 DEED Grant contract for school program
Sheldrake & Mumford Inc 10/26/11 34,226.00 10 2 Cubberley Tennis Court Resurfacing
Downtown Streets, Inc. 10/06/11 33,666.00 *PAMC2.30.360(d) Downtown Streets Team
Golden Bay Fence Plus Iron Works 07/01/11 32,562.00 18 2 Fence and Guardrail Installation
IDEO 07/26/11 30,000.00 *PAMC2.30.360(d) IDEO Design Consulting
Communiquest 08/25/11 30,000.00 *PAMC2.30.360(i) Airport Consultant
Downtown Streets, Inc 09/26/11 29,124.00 *PAMC2.30.360(d) Services for fiscal year 2011-2012
Martha Miller 12/28/11 28,080.00 *PAMC2.30.360(d) Real Estate Project Coordination Services
Republic Electric 8/23/11 27,608.00 18 2 250W HPS – Installation
ATTACHMENT A
* See attachment D for description of bidding exemptions Page 2 of 2
Service Contracts Awarded from 07/01/11-12/31/11
($25,000-$85,000)
________________________________________________________________________________________________________
Contract Award Award Bidder Exemption* Description
Awarded To Date Amount or
No. of Bids
Sent/Received
________________________________________________________________________________________________________
Communication Academy 07/01/11 26,004.30 *PAMC2.30.360(i) Training services/ Education enrichment classes
Sherry L Lund Associates 10/12/11 25,000.00 *PAMC2.30.250 CAO Evaluator
Tracy Rae Atwater-Gomez 09/06/11 25,000.00 *PAMC2.30.360(i) MSA Officials
Origins Design Network 09/01/11 25,000.00 *PAMC2.30.360(i) IR Consultant
4Leaf Inc 07/21.11 25,000.00 *PAMC2.30.360(j) On-call building services
Riezebos Holzbaur Group LLC 11/08/11 25,000.00 *PAMC2.30.360(i) Graphic design
Metropolitan Planning Group 10/21/11 25,000.00 *PAMC2.30.360(i) Consulting Services
Morrison & Foerster LLP 09/15/11 25,000.00 *PAMC2.30.220 Legal Services
Metropolitan Planning 10/27/11 25,000.00 *PAMC2.30.360(i) Consultant Services / SB375 Sustainable Communities Project
Riezebos Holzbaur Group LLC 11/15/11 25,000.00 *PAMC2.30.360(i) Advertising and communications
Utility Financial Solutions LLC 11/22/11 25,000.00 *PAMC2.30.360(i) Gas Cost of Service Study
ATTACHMENT B
* See attachment D for a description of bidding exemptions to competitive solicitation requirements Page 1 of 1
Goods Contracts Awarded from 07/01/11-12/31/11
($65,000-$250,000)
________________________________________________________________________________________________________
Contract Award Award Bidding Exemption* Description
Awarded To Date Amount or
No. of Bids
Sent/Received
________________________________________________________________________________________________________
ABB 08/23/11 162,207.22 2 2 Transformer
DC Frost Associate 12/21/11 131,766.78 *PAMC2.30.900(f) Repair two Sedimentation Collector System
CDCE Inc 09/23/11 103,076.88 6 4 Panasonic CF-31
The Okonite Company 11/16/11 86,490.04 6 3 Cable, AL 600 MCM 25 kV EPR 260 Mil
Towne Ford Sales 11/22/11 65,478.75 8 5 Animal Control Truck w. cab chasis
ATTACHMENT C
* See attachment D for a description of bidding exemptions to competitive solicitation requirements Page 1of 2
Blanket Orders for Goods and Services Awarded from 07/01/11 to 12/31/11
______________________________________________________________________________________________________________
Contract Award Award Bidding Exemption* Description
Awarded To Date Amount or
No. of Bids
Sent/Received
______________________________________________________________________________________________________________
Cooper Power Systems 07/18/11 225,000.00 9 1 Pad mounted Vacuum Switches with Vacuum F
Oldcastle Precast Inc 08/01/11 205,000.00 7 4 Electrical equipment
G & W Electric Company 09/15/11 160,000.00 5 2 Submersible Switches
Granite Rock Company 08/10/11 154,000.00 *PAMC2.30.360(d) Asphalt Concrete Products
Exhaust Emission Reduction 11/09/11 132,139.16 5 6 Diesel Particulate Filters
TMT Enterprises Inc. 11/21/11 122,500.00 14 5 Sand & Rock Cutback
R & B Company 07/01/11 100,000.00 *PAMC2.30.360(d) Pipe & Fittings
Olin Chlor Alkali Products 07/05/11 97,505.63 5 3 Sodium Hypochlorite
Milpitas Materials Company 07/26/11 90,000.00 6 4 Concrete truck load
Bound Tree Medical LLC 08/10/11 85,000.00 9 7 Medical supplies
PG & E 07/01/11 75,000.00 *PAMC2.30.360(d) PG & E Training
Milpitas Materials Company 07/20/11 75,000.00 6 2 Concrete Road & Hwy Bld.
Peterson Tractor Inc. 07/26/11 65,000.00 *PAMC2.30.360(b) Auto part & service
Emissions Retrofit Group 11/09/11 60,550.72 4 3 Truck & Bus maintenance
Ditch Witch Bay Area Sales 07/01/11 60,000.00 *PAMC2.30.360(b) Drill, hand /portable
Summit Uniforms 08/02/11 60,000.00 3 1 Police uniform & related equipment
North State Truck Equipment, Inc. 11/09/11 50,937.03 5 6 Truck & Bus maintenance
Milpitas Materials Company 07/26/11 50,000.00 6 2 Concrete Road & Hwy Bld.
TMT Enterprises Inc. 09/20/11 45,000.00 5 6 Diesel particulate filters
G & K Services, Inc. 07/01/11 40,000.00 8 3 Uniform rentals
G & K Services, Inc. 07/01/11 40,000.00 8 3 Uniform rentals
Summit Uniforms 09/26/11 40,000.00 3 1 Police uniform & related equipment
Golden Bear Detailing 07/13/11 37,500.00 2 1 Automobile cleaning
Palo Alto Electric Motor Corp 07/14/11 36,000.00 3 3 Repair electric motors
Granite Rock Company 07/26/11 35,179.85 *PAMC2.30.360(b) Asphalt
Lincoln Equipment Inc. 07/01/11 35,000.00 10 2 Pool Chlorine
Stanley Convergent Security So 07/18/11 34,000.00 *PAMC2.30.360(d) Fire systems services
ATTACHMENT C
* See attachment D for a description of bidding exemptions to competitive solicitation requirements Page 2of 2
Blanket Orders for Goods and Services Awarded from 07/01/11 to 12/31/11
______________________________________________________________________________________________________________
Contract Award Award Bidding Exemption* Description
Awarded To Date Amount or
No. of Bids
Sent/Received
______________________________________________________________________________________________________________
EFACEC ACS Inc 10/21/11 30,000.00 3 1 Substation replacement
A-Total Fire Protection, LLC 07/05/11 29,650.00 5 7 Fire sprinkler inspection
Granite Construction 07/26/11 27,000.00 *PAMC2.30.360(b) Asphalt
Sierra Pacific Turf Supply 08/11/11 25,217.00 11 5 Fertilizer & soil
Caltest Analytical Laboratory 07/19/11 25,000.00 *PAMC2.30.360(d) Wastewater testing
B & M Collision Repair 07/21/11 25,000.00 6 4 Machine shop work
Palo Alto Weekly 07/29/11 25,000.00 *PAMC2.30.360(i) Advertising
City Auto Supply 08/11/11 25,000.00 *PAMC2.30.360(b2) General auto parts & supplies required by Equip. Mgmt. Div.
Interspiro, Inc. 09/06/11 25,000.00 *PAMC2.30.360(d) First aide & safety equipment
LN Curtis & Sons Oakland 09/06/11 25,000.00 *PAMC2.30.360(d) Misc. small tools & equipment
Attachment D ‐ Page 1 of 3
ATTACHMENT D
EXCERPT FROM THE PALO ALTO MUNICIPAL CODE
2.30.200 Purchasing manager contract award authority
The purchasing manager may award and sign the following contracts:
(e) Software Maintenance Contracts. Notwithstanding subsection (c) of Section
2.30.200, the purchasing manager may award and sign contracts for
maintenance of licensed computer software for any period of time during
which the city maintains licenses for the software, where the contract price,
excluding sales or use tax, does not exceed $85,000.00 per year in the first
year and does not exceed $85,000.00, plus any unexpended monies carried
forward from a prior year, in any subsequent contract year.
2.30.220 City attorney contract award authority
The city attorney may award and sign contracts for legal services including outside
counsel and experts for litigation or other administrative and legal proceedings, to be
provided to the city for any time period, where the contract price, plus any contingency
established for change orders or additional services, but excluding sales or use tax, does
not exceed $65,000.00 in the first year, and does not exceed $65,000.00, plus any
unexpended monies carried forward from a prior year, in any subsequent contract year.
The city attorney may sign contracts where the contract price exceeds the amounts set
forth above, provided the council has first approved the use of such services.
2.30.250 Council approval/award of contracts
The council shall approve and/or award and the mayor or vice‐mayor shall sign all
contracts for which no contracting or signature authority has been established under
this chapter, except to the extent the council has previously authorized a city officer or
employee to negotiate and execute a contract on the city's behalf without the further
approval of the council.
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.
Attachment D ‐ Page 2 of 3
(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:
(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.
(g) Legal services contracts, including outside counsel and experts for litigation or
other legal proceedings.
(k) The use of another governmental or public agency's contract provided: (i) the
agency used a solicitation method substantially similar to the method required by
this chapter; (ii) the contract allows other agencies to utilize or the vendor
authorizes the city to utilize; (iii) the contract is consistent with requirements
specified in this code; and (iv) there is an overall value to the city's utilizing the
contract versus the city performing it's own solicitation.
(i) Professional services contracts where the estimated total expenditure by the city,
regardless of term, does not exceed $25,000.00.
(n) Contracts with any public agency or governmental body to construct a public work
where the public agency or governmental body has used methods similar to
those required by this chapter to contract for the work.
(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
Attachment D ‐ Page 3 of 3
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:
(f) Matching existing supplies, materials or equipment is required for proper
operation of a function or program