HomeMy WebLinkAboutStaff Report 4332
City of Palo Alto (ID # 4332)
City Council Staff Report
Report Type: Informational Report Meeting Date: 12/9/2013
City of Palo Alto Page 1
Summary Title: Contracts Awarded by the City Manager
Title: Contracts Awarded by the City Manager form January 1, 2013 through
June 30, 2013
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. 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, 2013 through June 30, 2013. Attachment B lists the construction and goods
contracts awarded by the City Manager or Purchasing Manager from January 1, 2013 through
June 30, 2013. Attachment C lists the Excerpt from the Palo Alto Municipal Code.
Attachments:
Attachment A: SERVICES 010113-063013 (DOC)
Attachment B: SUPPLIES 010113-063013 (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 01/01/13-06/30/13
($25,000-$85,000)
________________________________________________________________________________________________________
Contract Award Awarded Bidding Exemption* Description
Awarded To Date Amount or
No. of Bids
Sent/Received
________________________________________________________________________________________________________
Public Safety Innovation 02/20/13 25,000.00 *PAMC2.30.360(i) Inspection Service for Utilities
3 Degrees Group, Inc. 03/22/13 25,000.00 *PAMC2.30.360(i) Consult revise PA Green program
F3 & Associates, Inc. 02/19/13 25,000.00 *PAMC2.30.360(i) Surveying Services Landfill
Eddie Chau Design 03/08/13 25,000.00 *PAMC2.30.360(i) Hopkins/Monroe Landscape Improvements
Weinreb Group LLC 03/08/13 25,000.00 *PAMC2.30.360(i) Executive Recruiter / Chief Sustainability Officer
Waterwise Consulting, Inc. 05/03/13 25,000.00 *PAMC2.30.360(i) Water & energy audit pilot program for residents
Efficiency Services group, LLC 06/22/13 25,000.00 *PAMC2.30.360(i) Resident water/energy audits & snapshot report
The Writing Company 05/20/13 25,000.00 *PAMC2.30.360(i) Writing Training / HR
Teri Black & Company LLC 06/10/13 25,000.00 *PAMC2.30.360(i) Recruit Director Planning/Community Environment
Nichols Consulting Engineers 06/03/13 25,000.00 *PAMC2.30.360(i) Street Resurfacing Program
Palo Alto Historical Association 06/09/13 25,000.00 *PAMC2.30.360(i) City's historical collection at Main Library Annual Fee
Civica Software Inc. 06/28/13 25,000.00 10 5 Streets Maintenance Webpage redesign
A A A Fence Company, Inc. 06/26/13 25,000.00 3 3 Fire Station #2. Fence
Publicstuff, Inc. 05/01/13 25,000.00 *PAMC2.30.360(i) Mobile Civic Engagement Project
TDW Services Inc. 05/16/13 26,352.42 *PAMC2.30.360(b)2 Eng. Hot Tapping of gas lines @ Embarcadero/Faber
Kimley Horn & Associates Inc. 06/21/13 29,420.00 5 2 Engineering & Traffic Surveys for Arterial Roads
Seatadvisor Inc. 06/20/13 30,000.00 *PAMC2.30.360(g) Children's Theater Ticketing
Renne Sloan Holtzman Sakai LLP 05/07/13 30,000.00 *PAMC2.30.360(g) Labor Relations Services
Beth Nybeck 01/07/13 33,000.00 5 1 Hoover Park artwork
Goldfarb & Lipman LLP 02/13/13 35,000.00 *PAMC2.30.220 Legal Service PA and Goldfarb & Lipman
AADS Office Solution INTL. LLC 05/30/13 40,000.00 9 3 Mobile Shelving Police Evidence Room
Scott D Pinsky 05/22/13 40,000.00 *PAMC2.30.360(g) Legal Service PA Agent Pinsky
Jarvis, Fay, Doporto & Gibson 06/20/13 40,000.00 *PAMC2.30.360(g) Legal Service PA Agent Jarvis, Fay
Castlewood Construction Co Inc. 06/27/13 40,205.00 6 1 Wilkie Way Bike Bridge Resurfacing Project
Pacheco Brother Gardening Inc. 01/22/13 42,415.00 3 2 Athletic Turf @ Cubberley Comm. Ctr. Field
David J Powers & Associates Inc. 01/22/13 43,130.00 *PAMC2.30.360(h) Supplemental Environmental Impact Report (EIR)
AECOM Technical Services, Inc. 03/08/13 50,000.00 *PAMC2.30.360(g) CPI Qualitative Risk Assessment
Eric R. Scott 03/04/13 50,000.00 *PAMC2.30.360(c) Compliance management services / Utilities Consult
Renne Sloan Holtzman Sakai LLP 04/24/13 50,000.00 *PAMC2.30.360(d) Legal Service PA Agent Renne Sloan
EFACEC ACS Inc. 06/24/13 51,072.00 *PAMC2.30.360(d) Full Subscription Support for SCADA
ATTACHMENT A
* See attachment C for description of bidding exemptions Page 2 of 2
Material and Contract Services 01/14/13 52,000.00 *PAMC2.30.360(c) Strategic Sourcing Project
Material and Contract Services 06/17/13 52,000.00 3 2 Temporary Employment Firm / Contract Services
FERA Partnership 05/30/13 53,000.00 5 3 Corrosion Control Procedure
Orangeboy, Inc. 05/28/13 57,000.00 *PAMC2.30.360(d) Library Consulting Services
Lucien G. Canton CEM LLC 01/07/13 60,000.00 3 2 Preparedness Network
Ranklin, Landsness, Ladhe 01/02/13 60,000.00 *PAMC2.30.220 Legal Services PA Agent Rankin Landsness
Hexagon Transportation Consult. 02/27/13 61,425.00 4 5 Wilkie Way /High St. Study
Accela, Inc. 01/29/13 62,980.00 *PAMC2.30.360(d) Phase 1 Development Center Blue Print Project
Spinifexit North America Inc. 06/24/13 67,377.00 *PAMC2.30.360(g) HR-Payroll Auto Reporting Licenses / Maintenance
Stephen O’Connell & Associates 01/24/13 68,520.00 *PAMC2.30.360(g) Stephen O'Connell, for Planning services
Rossdruliscusenbery, Architect 03/22/13 80,477.00 *PAMC2.30.360(d) Conceptual Plans of PA Public Safety Building
Mead & Hunt, Inc. 06/24/13 82,500.00 3 3 Airport Layout Plan
Global Knowledge Training LLC 02/14/13 84,000.00 *PAMC2.30.360(k) IT Project Management Training for Utilities
Accela, Inc. 06/25/13 84,657.00 *PAMC2.30.360(b)1 Mobile application software & installation service
Metropolitan Van & Storage 03/27/13 84,997.00 4 7 Main Library /Moving and Storage
Bellecci & Associates, Inc. 03/13/13 85,000.00 15 2 Sanitary Sewer Rehabilitation 24/25 Design
Dewberry Consulting LLC 06/05/13 85,000.00 *PAMC2.30.360(d) Emergency Services / Threat & Hazard & Risk
Burke, Williams & Sorensen, LLP 04/02/13 85,000.00 *PAMC2.30.360(g) Legal Services PA Agent Burke, Williams
Moscone, Emblidge, Sater & Otis 04/03/13 85,000.00 *PAMC2.30.360(g) Legal Services PA Agent Moscone Emblidge
Renne Sloan Holtzman Sakai LLP 04/10/13 85,000.00 *PAMC2.30.360(g) Legal Services PA Agent Renne Sloan
United Design Services 06/10/13 85,000.00 13 5 Engineering Drafting Services / Utilities Engineering
ATTACHMENT B
* See Attachment C for a description of exemptions to competitive solicitation requirements
Goods Contracts Awarded from 01/01/13 to 6/30/13
($65,000-$250,000)
__________________________________________________________________________________________________________
Contract Award Awarded Bidding Exemption* Description
Awarded To Date Amount or
No. of Bids
Sent/Received
__________________________________________________________________________________________________________
P & F Distributors 04/02/13 65,605.14 3 3 8 Fusion Machine and Data Loger
Golden Gate Systems 05/29/13 67,047.54 2 2 Toshiba Computers
Allied 100, LLC 06/24/13 91,025.35 4 2 Police Department for AEDs
Ovivo USA, LLC 04/24/13 97,571.19 *PAMC22.30.900(f) Water Supply & Sewage Parts
Golden Gate Systems 01/09/13 99,659.52 *PAMC22.30.360(k) HP ProLiant DL380p Server
Golden Gate Systems 03/19/13 102,892.83 2 2 Toshiba 16" Laptop Maintenance & Repair
ABB 04/10/13 107,416.73 2 2 Electrical Equipment / Amorphous Metal/Mineral Oil
Jaeco 03/05/13 113,116.65 2.30.900(d) Fire Uniforms / Protective Clothing
ABB 04/10/13 124,439.36 2 2 Electrical Equipment / Amorphous Metal/Mineral Oil
The Okonite Company 06/24/13 128,099.91 6 3 Electrical Cables Utilities
Motorola Solutions, Inc. 06/10/13 204,727.32 *PAMC22.30.360(b)2 Hatchet Broad / Hand Tools
Golden Gate Systems 05/31/13 229,438.63 3 2 Computer Hardware
Attachment D - Page 1 of 2
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.
2.30.360 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. Situations where solicitations of bids or proposals would be
impractical, unavailing or impossible, include, but are not limited to, 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; 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
Attachment D - Page 2 of 2
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.