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HomeMy WebLinkAboutStaff Report 3141 City of Palo Alto (ID # 3141) City Council Staff Report Report Type: Informational Report Meeting Date: 10/15/2012 Summary Title: Contracts Awarded by the City Manager Title: Contracts Awarded by the City Manager from January 1, 2012 through June 30, 2012 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 January 1, 2012 through June 30, 2012. Attachment B lists the construction and goods contracts awarded by the City Manager or Purchasing Manager from January 1, 2012 through June 30, 2012. Attachment C lists the Excerpt from the Palo Alto Municipal Code. Attachments:  Attachment A: Services 010112-063012 (DOC)  Attachment B: Supplies 010112-063012 (DOC)  Attachment C: Exemptions from Competitive Solicitation (DOC) ATTACHMENT A * See attachment C for description of bidding exemptions Page 1 of 2 Service Contracts Awarded from 01/01/12-06/30/12 ($25,000-$85,000) ________________________________________________________________________________________________________ Contract Award Award Bidding Exemption* Description Awarded To Date Amount or No. of Bids Sent/Received ________________________________________________________________________________________________________ Canus Corporation 06/27/12 85,000.00 22 2 Inspection Service for Utilities Otis and Iriki, Inc. 05/07/12 85,000.00 *PAMC2.30.360(g) Legal Services Riedinger Consulting 01/12/12 85,000.00 *PAMC2.30.360(g) Construction scheduling services Siegfried Engineering, Inc. 01/17/12 85,000.00 7 4 Surveying services for Gas Main Replacement project Sierra Infosys, Inc. 05/03/12 84,000.00 6 3 Enhancements to utility customer system Riezebos Holzbaur Group LLC 05/30/12 84,000.00 26 9 Consultant Services Stephanie Elizabeth Hughes 06/12/12 82,000.00 5 1 Industrial Wastewater Evaluation Procurement Services Assoc. 06/20/12 81,000.00 *PAMC2.30.360(c) Temporary Employment Services Xerox Corporation 03/22/12 80,000.00 *PAMC22.30.360(j) Print shop photo copies; Lease Penhall Company 05/19/12 80,000.00 22 3 Saw cutting services Computing Solutions Group 06/26/12 80,000.00 16 2 Env. Data Systems Mgmt. Services Huntsman Architectural Group 02/09/12 78,624.00 15 8 City Hall 6th floor space reconfiguration for PW and Fire Dept. 3M Library Systems 06/06/12 76,095.00 13 4 8 Self check stations Interweave Production Group 03/12/12 70,000.00 7 2 Audio Video Production Technical Redzone Robotics, Inc. 06/26/12 70,000.00 *PAMC2.30.360(d) Software Maintenance MGT of America, Inc. 01/03/12 68,600.00 11 5 Municipal Fee Study Pacific Ecorisk 05/30/12 68,000.00 3 1 Chronic Toxicity Testing Golder Associates, Inc. 05/01/12 66,530.00 9 4 Consulting Services for Monitoring PA Landfill O’Rorke Inc. 04/25/12 65,000.00 25 6 Integrated Outreach and Graphic Design Services Integra Construction Services 06/26/12 61,016.00 26 7 Office Space Remodel Riezebos Holzbaur Group LLC 01/18/12 60,000.00 8 5 Marketing Programmatic Assistance DLT Solutions, Inc. 01/04/12 59,452.24 *PAMC2.30.360(d) Subscription and Autodesk Gold Support Commercial Pump Service Inc 03/26/12 58,094.00 10 4 Pump rehab Vocera communication, Inc. 01/04/12 52,185.00 *PAMC2.30.360(2) Vocera S/W & H/W Support Mongird Construction 05/01/12 51,375.50 *PAMC2.30.360(k) 502 Thain Way Rehab Bahia Electric 05/10/12 50,105.00 36 15 Golf Course Prkg Lot Lighting Upgrade Progressive Solutions, Inc. 01/17/12 50,000.00 8 3 Parking Permit System Software Melissa Olsen Cavallo 01/17/12 48,000.00 *PAMC2.30.360(d) Consultant services for Cable Joint Powers Authority Casey Construction 05/17/12 45,840.00 15 5 Site Work at Gas Receiving Stations Microsoft Corporation 06/06/12 42,800.00 2.30.360(d) Microsoft support maintenance Sherry L. Lund Associates 04/24/12 42,405.00 *PAMC2.30.250 CAO Evaluator; Performance Evals ATTACHMENT A * See attachment C 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 ________________________________________________________________________________________________________ Four Winds Interactive LLC 06/13/12 35,412-29 8 2 MP Digital Signage Jaco Environmental, Inc. 05/10/12 35,000.00 3 1 Refrigerator recycle program National Meter & Automation 01/05/12 34,000.00 3 2 Large Water Meter Audit Kone Inc 02/07/12 33,660.00 5 4 Elevator Maintenance at Various Faciliti PDM 03/07/12 31,479.00 15 6 Audio/Video Recording System Bovo Tighe LLC 03/22/12 29,700.00 4 4 Consulting Services Scott Acoustics, Inc. 01/31/12 28,300.00 3 1 Acoustic Tile & Grid Replace Group 4 architecture Research 01/31/12 27,668.00 *PAMC2.30.360(b)(2) Cubberley Community Center Site Study David Taussig & Associates 05/02/12 27,540.00 11 5 Review of Development Impact Fees George Bianchi Construction, Inc. 06/20/12 27,494.50 5 3 Underpass Guard rail @ University & Alma ISEC Inc. 04/30/12 25,239.00 18 1 Ergonmic Upgrades Marsha Jurasin & Associates 03/26/12 25,000.00 *PAMC2.30.360(i) Space Planning Management Services Waterwise Consulting, Inc. 02/21/12 25,000.00 *PAMC2.30.360(i) Commercial Water Audits Metropolitan Planning Group 03/23/12 25,000.00 *PAMC2.30.360(i) Potential Theater Project EIR Palo Alto Historical Association 01/26/12 25,000.00 *PAMC2.30.360(i) Annual service fee Teri Black & Company LLC 04/12/12 25,000.00 *PAMC2.30.250(i) Fire Chief Recruitment Xioweb.com 05/10/12 25,000.00 *PAMC2.30.250(i) UMS Database Programs Ron Benoit Associates 05/10/12 25,000.00 *PAMC2.30.250(i) Landscaping Review Services Automated Energy Energy Inc. 05/23/12 25,000.00 *PAMC2.30.360(i) Meter Links Program ATTACHMENT B * See Attachment C for a description of exemptions to competitive solicitation requirements Goods Contracts Awarded from 01/01/12to 6/30/12 ($65,000-$250,000) __________________________________________________________________________________________________________ Contract Award Award Bidding Exemption* Description Awarded To Date Amount or No. of Bids Sent/Received __________________________________________________________________________________________________________ BSP THERMAL SYSTEMS INC. 03/20/12 191,623.79 *PAMC2.30.360(d) Incinerator Parts ABB 03/05/12 159,515.05 2 2 Transformer Burlingame Engineers Inc. 05/24/12 154,062.76 *PAMC2.30.900 Infilco Degremont Inc Barscreen and Press Parts ABB 01/11/12 83,180.39 2 2 Transformer The Okonite Company 01/18/12 73,837.92 6 3 Cable Groeniger & Company 02/15/12 69,860.65 6 5 Hydrant Parts Wesco Distribution Inc. 03/06/12 66,757.36 12 3 Wire Cable Page 1 of 3 ATTACHMENT C 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. 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 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.