HomeMy WebLinkAboutStaff Report 10022
City of Palo Alto (ID # 10022)
City Council Staff Report
Report Type: Informational Report Meeting Date: 4/1/2019
City of Palo Alto Page 1
Summary Title: Contracts Awarded by the City Manager
Title: Contracts Awarded by the City Manager and Procurement Officer from
July 1, 2018 to December 31, 2018
From: City Manager
Lead Department: Administrative Services
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. Attachment A fulfills this PAMC reporting
requirement.
For informational purposes, Attachment B is an excerpt from the Palo Alto Municipal Code that
sets forth exemptions from competitive solicitation, as noted for certain contract s on
Attachment A.
Attachments:
• Attachment A: List of Services, Goods & Materials Awarded by City Manager and Chief
Procurement Officer
• Attachment B: Municipal Code Excerpts
ATTACHMENT A
Service Contracts Awarded ($25,000 and above)
July 1 to December 31, 2018
Services Contract Contract Awarded To Award Date
Award
Amount
Bidding Exemption* or
Number of Bids
Sent/Received Description
S18170539 GALEB PAVING 7/10/2018 194,675.00 29 / 5 ITT and Byxbee Trail Base
S19172971 UTILISMART CORPORATION 7/11/2018 59,000.00 2.30.360(d)
Professional Services Related to SmartMeter Data
Services
S19171559 STATEWIDE TRAFFIC SAFETY AND S 7/18/2018 85,000.00 3 / 1
Utilities Construction On‐Call Traffic Control
Services
S19172815 TRANSFORMER CONSULTING SERVICE 7/19/2018 70,000.00 2.30.360(i)Colorado Transformer Consulting Services
S19172959A CARAHSOFT TECHNOLOGY CORP. 7/19/2018 83,844.60 2.30.360(j)DocuSign Enterprise Pro for Government
S19172747 LCG CONSULTING 7/24/2018 50,000.00 2.30.360(d)CAISO Transmission Assessment
S19173259 WATERTIGHT RESTORATION INC 8/6/2018 25,531.00 3 / 3 Parking Lot R Repair Services and Materials
S19173285 CARAHSOFT TECHNOLOGY CORP. 8/7/2018 30,971.87 2.30.360(j)Monitored Firewall
S19173175 R&M SERVICES SOLUTIONS INC 8/14/2018 33,000.00 3 / 3 Water Line Stop Repair
S19173238 KOFF & ASSOCIATES INC 8/15/2018 25,000.00 2.30.360(i)Classification Study
S19173390 ELISA LARSON LAW PC 8/17/2018 65,000.00 2.30.360(g)Legal Counsel Services
S19170212 SAN FRANCISCO DAILY, LLC 8/20/2018 58,076.00 2 / 2 Adjudicated Newspaper Services
S19171890 AIMS COMPANIES 8/21/2018 87,425.00 18 / 1 Three Year Sewer Lateral Video
S19173219 CHRISTINA STANKOVICH 8/21/2018 30,000.00 2.30.360(i)Costume Design Services
S19173380 KIS 8/28/2018 37,614.00 2.30.360(j)Barracuda Firewall Updates and Replacements
S19172131 Cooper Compliance Corporation 8/31/2018 39,900.00 42 / 12 WECC NERC Consultant
S19173260 LOPEZ FENCE 9/11/2018 38,290.80 6 / 5 Foothills Park Nursery/Shop Chain‐link Fence
S19173378 DLT SOLUTIONS LLC 9/13/2018 43,794.83 2.30.360(j)Autodesk Subscription Renewal
S19172075 CONSOLIDATED ENGINEERING 9/26/2018 85,000.00 30 / 11 On‐Call Soils and Materials Testing
S19172537 KONE INC 10/4/2018 35,442.00 2.30.360(j)Elevator Maintenance
S19173377 PITNEY BOWES SOFTWARE, INC. 10/9/2018 59,787.52 2.30.360(d)Service and Maintenance Renewal
S19173139 RAFTELIS FINANCIAL CONSULTING 10/17/2018 36,720.00 2.30.360(i)
Water Cost of Service Analysis for Rate Review
Alternatives
S19172086 MCCAMPBELL ANALYTICAL INC 10/25/2018 66,000.00 13 / 2 Chronic Toxicity Testing
List of Services, Goods & Materials Awarded by City Manager and Chief Procurement Officer.xlsx 2/28/2019
ATTACHMENT A
Service Contracts Awarded ($25,000 and above)
July 1 to December 31, 2018
Services Contract Contract Awarded To Award Date
Award
Amount
Bidding Exemption* or
Number of Bids
Sent/Received Description
S19173495 Capital Accounting Partners, L 10/25/2018 50,000.00 2.30.360(i)Development Services Fee Study
S19173926 COLUMBIA TELECOMMUNICATIONS C 10/25/2018 32,240.00 2.30.360(i)Wireless Communication Application Review
S19173656 PlaceWorks 10/26/2018 66,876.00 2.30.360(b)Comprehensive Plan and Additional Support
S19173967 MELISSA OLSEN CAVALLO 11/5/2018 48,000.00 2.30.360(i)
Cable Joint Powers Authority Administrative
Services
S19173085 DPI INC 11/7/2018 233,169.00 13 / 3 Sewer Main Replacement at Palo Alto JMZ
S19172116 TESTAMERICA LABORATORIES,INC. 11/21/2018 32,000.00 19 / 3 Laboratory Analytical Services
S19171516 WOODARD & CURRAN INC 11/27/2018 82,500.00 25 / 2 EIR for Advanced Water Purification Facility
S19174154 COLUMBIA TELECOMMUNICATIONS C 11/28/2018 43,820.00 2.30.360(i)Small Cell Wireless Facility Engineering Analysis
S19174170 BIBLIOTHECA ITG LLC 12/3/2018 46,639.58 2.30.360(d)
Annual Support and Maintenance for Children's
Library Self‐Check Machines
S19174229 TOCHI 12/12/2018 25,000.00 4 / 2 City Hall 4th Floor Remodel ‐ Data and Telecom
S19173020 TOCHI 12/14/2018 124,080.00 725 / 3
City Hall 4th Floor Remodel ‐ Demolition, Walls,
Ceiling, and Mechanical
S19172977 THE PERMANENTE MEDICAL GROUP 12/17/2018 25,000.00 2.30.360(i)Occupational/Pre‐Employment Services
S19171986 SHELTERBELT BUILDERS INC. 12/18/2018 25,000.00 6 / 3 Open Space Foothills Park Fire Break Maintenance
S19174212 TOCHI 12/18/2018 47,080.00 3 / 3 City Hall 4th Floor Remodel ‐ Electrical
S19172869 MCGUIRE AND HESTER 12/19/2018 51,000.00 12 / 1 Recycled Water Pipeline
S19173995 ONE SOURCE ENGINEERING INC. 12/19/2018 133,144.02 13 / 3 Ventura Boiler Replacement
List of Services, Goods & Materials Awarded by City Manager and Chief Procurement Officer.xlsx 2/28/2019
ATTACHMENT A
Service Contracts Awarded ($85,000 and above)
July 1 to December 31, 2018
Goods Contract Contract Awarded To Award Date
Award
Amount
Bidding Exemption* or
Number of Bids
Sent/Received Description
4619000013 OLIN CHLOR ALKALI PRODUCTS 7/5/2018 96,750.00 9 / 4 Bulk Sodium Hypochlorite
4619000018 R & B COMPANY 7/6/2018 105,000.00 2.30.360(d)Utility Pipes, Valves and Fittings
4619000025 GRANITE ROCK COMPANY 7/9/2018 120,000.00 9 / 4 Sand and Rock Gravel
4619000039 LN CURTIS & SONS 7/17/2018 120,000.00 2.30.360 (d)
Purchase and Repair/Replacement of Fire
Equipment
4519000073 KEYSTONE ELECTICAL MANUFACTURI 7/31/2018 192,756.01 8 / 1 Maybell Substation Doors
4519000077 FOLSOM LAKE FORD 8/1/2018 209,456.60 2.30.360(j)Five Ford Interceptors for Police
4519000126 National Auto Fleet Group 8/21/2018 89,153.28 2.30.360(j)Chevy Silverado
4619000104 SEL ENGINEERING SERVICES, INC 8/27/2018 160,000.00 2.30.360(e)Assorted SEL Substation Protective Relays
4619000107 TRAYER ENGINEERING CORP 9/13/2018 225,000.00 2.30.360(d)
Submersible Load Break Switches and Fault
Interrupters
4519000186 GOLDEN GATE SYSTEMS 9/28/2018 67,992.42 2.30.360(j)Toshiba Portege X30 Notebook Computers
4519000189 HARRIS CORPORATION 10/1/2018 79,811.69 2.30.360(e)Police Mobile Radios
4619000108 HILL BROTHERS CHEMICAL COMPANY 10/1/2018 111,000.00 10 / 3 Magnesium Hydroxide
4519000213 National Auto Fleet Group 10/18/2018 77,010.84 2.30.360(j)Two Chevy Bolt EV's, 5 Door Wagon
4519000215 National Auto Fleet Group 10/18/2018 105,091.92 2.30.360(j)Two Ford F‐150 Trucks
4519000233 TRI PACIFIC SUPPLY 10/22/2018 66,642.28 2.30.360(d)Hot Tapping & Flow Stopping Tool Kit System
4519000234 National Auto Fleet Group 10/23/2018 85,241.85 2.30.360(j)Three Ford F‐150 Trucks
4519000238 GOLDEN GATE SYSTEMS 10/25/2018 99,309.36 2.30.360(j)HP Elite Desk 800 Hardware
4519000249 National Auto Fleet Group 10/29/2018 114,013.09 2.30.360(j)One Ford F‐350
4519000269 National Auto Fleet Group 11/14/2018 183,348.90 2.30.360(j)One Peterbilt 520 Chassis Paccar PX‐9 Engine
4519000270 WW GRAINGER INC 11/14/2018 115,785.25 2.30.360(j)One Tennant Green Machine Model 636
4519000310 COOPER POWER SYSTEMS 12/5/2018 128,805.30 2.30.360(d)Service Kit for TPG Main Control Board
4519000311 WATTCO EMERGENCY EQUIPMENT 12/5/2018 72,111.05 2 / 2
Outfit One Fire Chevy Suburban Command
Vehicle
4519000312 ABB 12/6/2018 222,994.38 3 / 3
Outdoor Oil‐Filled Station Service Voltage
Transformer
4619000128 SIEMENS INDUSTRY, INC. 12/16/2018 80,000.00 140 / 7 Outdoor SF6 72.5 KV Circuit Breaker
List of Services, Goods & Materials Awarded by City Manager and Chief Procurement Officer.xlsx 2/28/2019
ATTACHMENT B
Excerpt from the Palo Alto Municipal Code
2.30.200 Procurement officer contract award authority.
The Procurement Officer may award and sign the following contracts:
(e) Software and hardware purchase, licensing and Maintenance Contracts. Notwithstanding
Subsection 2.30.200(c), the Procurement Officer may award and sign contracts other than
general services agreements, including, without limitation, vendor‐based standard form
hardware and software purchase and licensing contracts, for the purchase of hardware and
software, the licensing of software, and the maintenance of hardware and software, where
the term of licensing or maintenance services does not exceed five years and the contract
price, excluding sales tax or use tax, does not exceed $85,000.00 per year in the first contract
year and does not exceed the sum of $85,000.00 and any unexpended monies carried forward
from a prior contract year, in any subsequent contract year. The contracts referred to herein
may include contracts for data storage services, which shall be subject to the city's
information security policies, terms, conditions and other requirements established by the
chief information officer.
2.30.360 Exemptions from competitive solicitation requirements.
The following are exemptions from the informal and formal competitive solicitation requirements of this
chapter, except as otherwise provided. These exemptions will be narrowly interpreted and applied. The
department requesting an exemption shall provide all relevant information supporting the application of
the exemption to the Procurement Officer. Based upon this information, the Procurement Officer shall
make a recommendation to the City Manager and the City Manager shall determine whether an
exemption from the competitive solicitation requirements applies. Nothing herein is intended to preclude
the use of competitive solicitations, as practicable.
(b) Whenever solicitations of bids or proposals would for any reason be impracticable, 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 operational or financial advantage for
the city. Situations where solicitations of bids or proposals would be impracticable, unavailing
or impossible, include, without limitation, the following:
(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 where 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.
ATTACHMENT G
Excerpt from the Palo Alto Municipal Code
(d) Contracts for goods, wholesale commodities and services, general services or professional
services available from only one source, where the Procurement Officer has determined, in
writing, there is no adequate substitute or equivalent provider. Examples of acceptable sole
source acquisitions or purchases may include, without limitation: equipment or services for
equipment, for which there is no comparable competitive product or service except that
provided by the equipment manufacturer, distributor or dealer; proprietary products sold
directly by the manufacturer; a component or replacement part, for which there is no
commercially available substitute and which can be obtained only from the manufacturer;
goods where there is only one authorized distributor in the area; and goods where
compatibility with goods in use by the city is an overriding consideration. All requests for sole
source acquisitions or purchases shall be supported by written documentation (facsimile or
electronic mail may be used), approved by the office or department head, and forwarded to
the Procurement Officer.
(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.
(g) Legal services contracts, including, without limitation, the services of outside counsel,
consultants and other experts needed for litigation, administrative or other legal proceedings.
(h) Professional services contracts for private development related studies and services whenever
the services are funded wholly by private developers.
(i) Professional services contracts, where the estimated total expenditure by the city, regardless
of term, does not exceed $50,000.00.
(j) Cooperative purchases, with one or more other public agencies or through a cooperative
purchasing agency, provided the services are solicited using methods substantially similar to
those required by this chapter, as determined by the Procurement Officer.
(k) The use of another governmental or public agency's contract or substantially the same
contract terms provided: (i) the agency uses a solicitation method substantially similar to the
method required by this chapter; (ii) the contract is consistent with the requirements
specified in this municipal code; and (iii) the Procurement Officer determines that the city will
realize overall value to utilizing the other agency's contract or contract terms compared to
the city performing its own solicitation.