HomeMy WebLinkAboutStaff Report 3506
City of Palo Alto (ID # 3506)
City Council Staff Report
Report Type: Informational Report Meeting Date: 3/4/2013
City of Palo Alto Page 1
Summary Title: Contracts Awarded by the City Manager July 1, 2012 through
December 31, 2012
Title: Contracts Awarded by the City Manager from July 1, 2012 through
December 31, 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 July 1, 2012 through December 31, 2012. Attachment B lists the construction and goods
contracts awarded by the City Manager or Purchasing Manager from July 1, 2012 through
December 31, 2012. Attachment C lists the Excerpt from the Palo Alto Municipal Code.
Attachments:
Attachment A: Services 070112-123112 (DOC)
Attachment B: Purchase Orders 7.01.12 - 12.31.12 (DOC)
Attachment C: BPO for Goods and Services Awarded from 012 (DOC)
Attachment D: Exemptions from Competitive Solicitation (DOC)
ATTACHMENT A
* See attachment D for description of bidding exemptions Page 1 of 1
Service Contracts Awarded from 07/01/12-12/31/12
($25,000-$85,000)
________________________________________________________________________________________________________
Contract Award Award Bidding Exemption* Description
Awarded To Date Amount or
No. of Bids
Sent/Received
________________________________________________________________________________________________________
Sandis Civil Engineers 10/24/12 85,000.00 3 4 Traffic Data Collection Service
Mercury Associates, Inc. 12/20/12 84,440.00 4 4 Fleet organizational assessment
Bay Area Geotechnical Group 10/18/12 84,000.00 12 11 Soil Testing
Cascadia Consulting Group 08/26/11 87,074.00 14 3 Consultant update City's waste characterization
Causey Consulting 10/29/12 79,861.00 25 3 Sewer System MGR SSS WDR
Siegfried Engineers, Inc. 10/25/12 70,000.00 12 3 On-call Consult Serves Various
Rankin Landsness Lahde 12/11/12 65,000.00 *PAMC 2.30.210 (k) Legal Services
Luanes Little Explorer 08/07/12 55,000.00 *PAMC 2.30.360(c) Instructor Training Services
Peninsula Crane & Rigging Co. 0912/12 50,000.00 7 3 Crane Services
Thomas Dee Engineering Co. Inc. 11/26/12 49,482.40 *PAMC 2.30.360(d) Refractory Repairs on Incinerator
Aces Power Marketing 08/29/12 49,004.00 8 7 Risk Management Consultant
EBSCO Subscription Services 10/01/12 44,375.08 3 2 Magazine Subscriptions for Library
Equinix, Inc. 07/10/12 35,100.00 *PAMC 2.30.360(b) 1 Renewal of Lease/Internet Exchange Ctr
Goldfarb & Lipman LLP 10/16/12 35,000.00 *PAMC 2.30.360(g) Legal Services
Ginn and Crosby, LLC 12/14/12 35,000.00 *PAMC 2.30.220 Legal Services
Lucky Rae Gomez 09/12/12 32,000.00 *PAMC 2.30.360(c) Officials PA Unified middle schools 12-13
Construction Testing Service 08/16/12 30,000.00 6 4 Soil and Materials testing service
Wolters Kluwer Financial SVCS 10/18/12 29,525.00 *PAMC 2.30.360(d) Audit Management Software [, City Auditor]
Williams Scotsman Inc. 12/12/12 29,303.16 5 2 Landfill trailer & lease
Forrest Richardson & ASSOC. 08/06/12 25000.00 *PAMC2.30.360 (i) Design & Reconfiguration PA Golf
Riezebos Holzbaur Group LLC 08/29/12 25,000.00 *PAMC2.30.360 (i) Advertising Consult
Stoecker & Northway Arch 08/08/12 25,000.00 *PAMC2.30.360 (i) Cubberley Master Plan Consult/Facilitate
Industrial Training Services 12/14/12 25,000.00 *PAMC2.30.360 (i) Operator Qualification Program
Teri Black & Company LLC 11/14/12 25,000.00 *PAMC2.30.360 (i) Cubberley Tennis Court Resurfacing
Ralph Anderson & Associates 11/28/12 25,000.00 *PAMC2.30.360 (i) Executive Recruitment of Chief Communication
ATTACHMENT B
* See attachment D for a description of bidding exemptions to competitive solicitation requirements Page 1 of 1
Goods Contracts Awarded from 07/01/12-12/31/12
($65,000-$250,000)
________________________________________________________________________________________________________
Contract Award Award Bidding Exemption* Description
Awarded To Date Amount or
No. of Bids
Sent/Received
________________________________________________________________________________________________________
Contract Office Group, Inc. 09/07/12 224,893.82 3 2 Mitchell Park Library & CC Std. Furniture
DC Frost Associates Inc. 10/03/12 184,744.71 *PAMC 2.30.900(f) Sewage and Waste Treatment
The Okonite Company 12/06/12 136,265.79 6 3 Electrical Equipment
ABB 11/20/12 130,444.49 2 2 Transformers
CDCE Inc 08/07/12 125,192.88 *PAMC 2.30.360(a) Computer Hardware
LDV, Inc. 08/22/12 110,768.06 3 1 MEOC Support Vehicle
The Okonite Company 11/14/12 83,872.94 6 3 Cable, AL 600 MCM 25 kV EPR 260 Mil
CALIF Surveying & Drafting 08/29/12 80,946.69 3 3 On-site, training 1yr Tech
The Okonite Company 08/30/12 75,663.97 6 3 Electrical Equipment
Computerland of Silicon Valley 10/01/12 66,318.59 12 2 Computer Hardware
ATTACHMENT C
* See attachment D for a description of bidding exemptions to competitive solicitation requirements Page 1 of 2
Blanket Orders for Goods and Services Awarded from 07/01/12 to 12/31/12
______________________________________________________________________________________________________________
Contract Award Award Bidding Exemption* Description
Awarded To Date Amount or
No. of Bids
Sent/Received
______________________________________________________________________________________________________________
Cooper Power Systems 07/19/12 225,000.00 9 1 Pad mounted Vacuum Switches with Vacuum F
TMT Enterprises Inc. 07/01/12 224,326.00 14 5 Sand & Rock Cutback
Oldcastle Precast Inc. 07/10/12 200,000.00 7 4 Electrical equipment
Granite Rock Company 07/02/12 154,000.00 *PAMC2.30.360 (d) Asphalt Concrete Products
Olin Chlor Alkali Products 07/16/12 120,000.00 5 3 Sodium Hypochlorite
Milpitas Materials Company 07/01/12 90,000.00 6 2 Concrete Road & Hwy Bld.
Bound Tree Medical LLC 07/01/12 85,000.00 9 7 Medical supplies
PG & E 07/01/12 75,000.00 *PAMC2.30.360 (d) PG & E Training
R & B Company 07/01/12 75,000.00 *PAMC2.30.360 (d) Pipe & Fittings
Milpitas Materials Company 07/01/12 75,000.00 6 2 Concrete truck load
G & W Electric Company 07/09/12 70,000.00 5 2 Submersible Switches
Granite Construction 07/01/12 66,000.00 2.30.360(d) Asphalt concrete products
Granite Rock Company 07/01/12 65,000.00 *PAMC2.30.360 (b) Asphalt
Peterson Tractor Inc. 07/10/12 65,000.00 *PAMC2.30.360 (b) Auto part & service
Ditch Witch Bay Area Sales 07/01/12 65,000.00 *PAMC2.30.360 (b) Drill, hand /portable
Coast Oil Company, LLC 07/24/12 60,000.00 3 3 Oils & lubricant
Summit Uniforms 11/07/12 60,000.00 3 1 Police uniform & related equipment
Caltest Analytical Laboratory 07/09/12 56,000.00 *PAMC2.30.360 (d) Wastewater testing
City Auto Supply 07/01/12 55,000.00 *PAMC2.30.360 (b2) General auto parts & supplies
Apprentice Programs INC 07/01/12 55,000.00 *PAMC2.30.360 (d) Training for Electric Ops
Milpitas Materials Company 07/09/12 50,000.00 6 2 Concrete Road & Hwy Bld.
TMT Enterprises Inc. 07/03/12 45,000.00 5 6 Sand & Rock Cutback
Summit Uniforms 08/01/12 40,000.00 3 1 Police uniform & related equipment
Golden Bear Detailing 10/03/12 37,500.00 2 1 Automobile cleaning
ATTACHMENT C
* See attachment D for a description of bidding exemptions to competitive solicitation requirements Page 2 of 2
Blanket Orders for Goods and Services Awarded from 07/01/12 to 12/31/12
______________________________________________________________________________________________________________
Contract Award Award Bidding Exemption* Description
Awarded To Date Amount or
No. of Bids
Sent/Received
______________________________________________________________________________________________________________
Palo Alto Electric Motor Corp 07/30/12 36,000.00 3 3 Repair electric motors
Interstate Battery System of SJ 07/01/12 35,000.00 10 1 Auto batteries - Parts
Municipal Maintenance Equip. 07/01/12 35,000.00 *PAMC2.30.360 (b) Truck and Bus Maintenance
Sierra Chemical Co. 10/11/12 35,000.00 8 3 Pool Chlorine
Stanley Convergent Security So 07/01/12 34,000.00 *PAMC2.30.360 (d) Fire systems services
QED Environmental Systems 07/01/12 31,000.00 *PAMC 2.30.900 Pump parts and service
P & F Distributors 10/25/12 27,631.29 4 1 Piping supplies
Granite Construction 07/01/12 27,000.00 *PAMC2.30.360 (b) Asphalt
Sierra Pacific Turf Supply 07/01/12 25,217.00 11 5 Fertilizer & soil
Palo Alto Weekly 07/02/12 25,000.00 *PAMC 2.30.360(i) Advertising
Fisher Scientific Company LLC 07/09/12 25,000.00 *PAMC2.30.360 (k) Laboratory Chemicals and Supplies
Interspiro, Inc. 07/01/12 25,000.00 *PAMC2.30.360 (d) First aide & safety equipment
LN Curtis & Sons Oakland 07/01/12 25,000.00 *PAMC2.30.360 (d) Misc. small tools & equipment
Electro Industries/Gaugetech 08/15/12 25,000.00 4 1 Nexus Power Quality Meters
WILCO Supply 09/21/12 25,000.00 4 4 Padlocks/Parts
Attachment D - Page 1 of 3
ATTACHMENT D
EXCERPT FROM THE PALO ALTO MUNICIPAL CODE
2.30.210 City manager contract award authority
The city manager may award and sign the following contracts:
(k) Other Contracts. All other types of contracts for which the contract term does not exceed
three years and the total expenditure by the city does not exceed $85,000.00 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.
(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.
Attachment D - Page 2 of 3
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
(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