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HomeMy WebLinkAboutStaff Report 2311-2227CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, April 15, 2024 Council Chambers & Hybrid 5:30 PM     Agenda Item     14.Semi-annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees City Council Staff Report From: City Manager Report Type: INFORMATION REPORTS Lead Department: Administrative Services Meeting Date: April 15, 2024 Report #:2311-2227 TITLE Semi-annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees RECOMMENDATION This is an informal report, no action is required DISCUSSION Palo Alto Municipal Code (PAMC) Section 2.30.710(a) requires the City Manager to provide a semi-annual report to Council consisting of contracts awarded by the City Manager, Procurement Officer or other designated employees for: 1. Goods contracts $85,000 through $250,000 per year (Attachment A), and 2. Professional and General Services $25,000 through $85,000 and Public Works Contracts $85,000 through $250,000 per year (Attachment B). The contracts in Attachment A consist of thirteen (13) distinct awards for goods, and the contracts in Attachment B consist of eighty-five (85) distinct awards for a wide range of services. These awards are a core element of the efficient and effective provision of services by the City to our community and reflect extensive coordination and prudent decision-making among operating departments, the Administrative Services Department, the City Attorney's Office, and City Clerk's Office. For informational purposes, Attachment C provides excerpts from the PAMC that set forth the authority designated by Council to the Procurement Officer to award and sign contracts (PAMC 2.30.200) and City Manager to award and sign contracts (PAMC 2.30.210). ENVIRONMENTAL REVIEW This activity is not a project under California Environmental Quality Act (CEQA) as defined in CEQA Guidelines, section 15378, because it has no potential for resulting in either a direct or reasonably foreseeable indirect physical change in the environment. ATTACHMENTS Attachment A: Goods Contracts Awarded $85,000 through $250,000 per year Attachment B: Professional and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Attachment C: Excerpts from the Palo Alto Municipal Code APPROVED BY: Lauren Lai, Director Administrative Services ATTACHMENT A Goods Contracts Awarded $85,000 through $250,000 per year July 1, 2023 through December 31,2023 Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids Sent/Received *PAMC 2.30.360 Description ANDRITZ SEPARATION INC 08/14/2023 $113,478.23 2.30.360 (d)Equipment for Sludge Dewatering Facility- various roll bearing Assembly and freight. DC FROST ASSOCIATES INC 10/24/2023 $99,153.81 2.30.360 (d)Flight and Filler Blocks for Primary Sedition Tanks EVC 09/20/2023 $162,553.24 138/1 Airport ZEV - 7 Passenger Vehicle GOLDEN GATE SYSTEMS 08/21/2023 $187,837.05 2.30.360(j)FY24 Computer Replacement- Dynabook Portege and HP Support LN CURTIS & SONS 09/20/2023 $50,000.00 2.30.360(j)FF protective materials & equipment MINSAIT ACS INC.07/31/2023 $160,000.00 2.30.360(d)ACS Products - Year 2 of 3 OLIN FINANCE COMPANY LLC 07/03/2023 $250,000.00 10/2 Bulk Sodium Hypochlorite OPTIV SECURITY INC 08/09/2023 $159,322.51 2.30.360(j)Varonis Systems: Professional Services and Subscription Services PB LOADER CORPORATION 07/13/2023 $194,148.07 2.30.360(j)Isuzu 7 Yd Dump Truck R&B COMPANY 07/24/2023 $105,000.00 2.30.360(d)Pipes, Valves & Fittings SAN LEANDRO CHRYSLER DODGE JEEP RAM 10/05/2023 $217,936.02 2.30.360 (d)Four (4) new 2024 Dodge Durango Pursuit Vehicles STELLA-JONES CORPORATION 11/17/2023 $234,948.71 2529/2 Wood Poles 50 Ft Class 1 TRAYER ENGINEERING CORP 07/11/2023 $225,000.00 2.30.360(b2) 4 Way submersible switch and stand *PAMC 2.30.360 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 1 of 1 ATTACHMENT B Services Contracts Awarded Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids Sent/Received *PAMC 2.30.360 Description ACCRUENT LLC 10/06/2023 $40,726.75 2.30.360(i) Yr 1 of 5 Maintenance Connection Data Base and Hosting ALLANA BUICK & BERS INC 11/02/2023 $46,420.00 2.30.360(i)Waterproofing consultation services ALLEN, GLAESSNER, HAZELWOOD 09/11/2023 $85,000.00 2.30.360(g)Professional legal services ALLEN, GLAESSNER, HAZELWOOD 09/11/2023 $50,000.00 2.30.360(g)Professional legal services ALLEN, GLAESSNER, HAZELWOOD 09/11/2023 $25,000.00 2.30.360(g)Professional legal services ALLEN, GLAESSNER, HAZELWOOD 09/11/2023 $25,000.00 2.30.360(g)Professional legal services ALLEN, GLAESSNER, HAZELWOOD 09/12/2023 $25,000.00 2.30.360(g)Professional legal services ALLIANT INSURANCE SERVICES, INC 11/14/2023 $65,000.00 2.30.360(b2)Benefits Broker AMERICAN PORTABLES 12/15/2023 $26,250.00 3/281 Portable Restrooms Rental Services- Year 1 of 3 BAYVIEW ENVIRONMENTAL SERVICES INC. 09/27/2023 $41,578.90 5/5 Hazerdous Removal Services BEST BEST & KRIEGER LLP 09/22/2023 $35,000.00 2.30.360(g)Professional legal services BIGGS CARDOSA ASSOCIATES INC 08/22/2023 $40,040.00 2.30.360(i)Consultant Design Services BIGGS CARDOSA ASSOCIATES INC 11/02/2023 $49,900.00 2.30.360(i)Project Set-up and Site Visit BKF ENGINEERS 07/27/2023 $85,000.00 776/5 Surveying Services BRICK TECH 07/05/2023 $42,000.00 2.30.360(i)LEGO camp/class Instructor Services CARAHSOFT TECHNOLOGY CORP.10/31/2023 $44,898.58 2.30.360(j)Keeper Ent Base User Plan CARAHSOFT TECHNOLOGY CORP.10/31/2023 $62,118.94 2.30.360(j)Prof Services - Annual Contractor CDW GOVERNMENT 11/09/2023 $79,919.19 2.30.360(j)FY24: Falcon EndPoint Protection Premium CINTAS CORPORATION 7/12/2023 $72,999.99 2.30.360(j)Rental and Laundering Services WGW Ops CINTAS CORPORATION 7/17/2023 $36,600.00 2.30.360(j)Operations/Laboratory/Mat Rental CINTAS CORPORATION 7/18/2023 $45,000.00 2.30.360(j) Electrical Ops Uniform Rental CINTAS CORPORATION 7/26/2023 $30,000.00 2.30.360(j)Uniform rentals CITY OF MOUNTAIN VIEW 09/21/2023 $33,875.00 2.30.360(k)Tablet Command End User License CONCERN:EAP 09/21/2023 $65,000.00 2.30.400 (b)EAP Services CONN MACIEL CAREY LLP 08/01/2023 $40,000.00 2.30.360(g)Professional legal services *PAMC 2.30.360 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 1 of 4 ATTACHMENT B Services Contracts Awarded Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids Sent/Received *PAMC 2.30.360 Description CW EVENTS LLC 09/28/2023 $45,288.00 2.30.360I Event Planning Services for employee recognition event DASHER TECHNOLOGIES INC 12/12/2023 $60,007.27 2.30.360(j)Aruba ClearPass Cx000V CM Appliance DAVID J POWERS & ASSOCIATES INC 11/03/2023 $151,135.00 2.30.360(h)Development project located at 3150 El Camino Real DEBORAH WICKS LA PUMA 08/29/2023 $30,000.00 2.30.360(i)Theatre Music Services DLT SOLUTIONS LLC 09/06/2023 $38,722.24 3/3 FY24: AutoCAD - Govt Sub Renewal DTA 10/17/2023 $33,382.00 2.30.360(i)Development Impact Fees Evaluation Services Dudek 08/24/2023 $75,000.00 2.30.360(h)1310 Bryant Street - MMRP DUNCAN WEINBERG GENZER & PEMBROKE P 07/28/2023 $85,000.00 2.30.360(g)Professional legal services ENERGEIA USA 10/23/2023 $80,000.00 2.30.360(i)Modeling of EV Charging Economics at Mul ENVISIONWARE, INC 12/12/2023 81, 949.00 2.30.360(d)AMH maintenance at library branches- Year 2 EOA, INC.07/18/2023 $49,000.00 2.30.360(i)Trash Reduction Support Services ERIN KELLY CHUMAS 12/05/2023 $30,000.00 2.30.360(i)Teaching Artist Services FLEX ADVANTAGE THE ADVANTAGE GROUP 07/12/2023 $40,740.00 3/3 CPO FY23 Rendered Invoices FOSTER & FOSTER INC 08/17/2023 $51,500.01 16/1 Actuarial Study GE DIGITAL LLC 11/21/2023 $31,307.39 2.300.900 SCADA Software Maintenance Support GRASSROOTS ECOLOGY 12/13/2023 $83,560.00 3/1 Arastradero Stewardship 223/24 GROWTHWISE SEARCH PARTNERS 10/16/2023 $35,001.00 2.30.360(i) Recruitment Assistance HDL COMPANIES 12/27/2023 $30,000.00 2.30.360(i)Business Tax and Business Registry Services HI-TECH EMERGENCY 09/26/2023 $25,927.01 2.30.360(b2)Parts accid repair 6125 HOHBACH-LEWIN INC 10/31/2023 $46,200.00 2.30.360(i)Engineering and Surveying Services HOWDEN USA COMPANY 08/24/2023 $47,438.50 2.30.360(d)Preventative Maint. Service-Year 2 INFO TECH RESEARCH GROUP INC 07/26/2023 $83,145.94 2.30.260 (j)Year 1 of 3: InfoTech IT Research & Advisory J POWERS RECRUITING INC 08/09/2023 $50,000.00 2.30.360(i)Recruitment Services *PAMC 2.30.360 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 2 of 4 ATTACHMENT B Services Contracts Awarded Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids Sent/Received *PAMC 2.30.360 Description JUNIOR CHEF STARS 07/05/2023 $48,000.00 2.30.360(i)Cooking Class/Camps Instructor Services KELLY HARRISON 07/03/2023 $25,550.00 2.30.360(i)Art Instructor Services; Youth KIMLEY HORN & ASSOCIATES INC 10/18/2023 $49,870.00 2.30.360i Perform Queit Zone Analysis at Palo Alto Ave/Alma Street KRAMER WORKPLACE INVESTIGATIONS 09/22/2023 $60,000.00 2.30.360(g)Professional legal services LIEBERT CASSIDY WHITMORE 08/17/2023 $30,000.00 2.30.360(g)Professional legal services LUCKY RAE GOMEZ 10/12/2023 $41,000.00 2.30.360(c)Referee Services MWA INSIGHTS 12/14/2023 $29,465.00 2.30.360(i)FY24 Dinosaur Garden Evaluators OSMOSE UTILITIES SERVICES INC 09/07/2023 $85,000.00 1808/4 Electric Inspection Services-Year 1 PALO ALTO HISTORICAL ASSOCIATION 07/11/2023 $39,002.00 2.30.360(i)City Historical Archive Services PECKHAM AND MCKENNEY 11/28/2023 $35,001.00 2.30.360(t)Recruitment Services PENHALL COMPANY 09/14/2023 $189,800.00 2.30.360(c)On-Call Saw Cutting and Cored drilling Services PG&E 08/09/2023 $31,801.86 2.30.360(d)PG&E Academy 3rd Party Training Services PG&E 9/11/2023 $75,000.00 2.30.360(d)PG&E (Training Services) Year 1 of 3 PRIMAL PAINT INC 10/26/2023 $126,676.00 2850/7 Cubb Gyms A & B Lead Paint Remediation PRIORITY FAMILY ENTERPRISES LLC 09/14/2023 $84,369.00 2.30.360(i)JMZ landscaping PUBLIC SECTOR EXCELLENCE 11/07/2023 $30,600.00 3/2 Leadership Academy RDA CONSULTING SPC 09/19/2023 $68,210.00 4/4 Consultant Services for City’s Alternative Mental Health Response Program RINCON CONSULTANTS, INC.07/24/2023 $35,355.00 2.30.360(h)CEQA Analysis Services- 420 Acacia Ave. RINCON CONSULTANTS, INC.08/25/2023 $54,481.00 2.30.360(h)Environmental Impact Report -800 San Antonio Road RINCON CONSULTANTS, INC.09/18/2023 $44,516.00 2.30.360(h)CEQA Analysis Services- 739 Sutter Ave SCHAAF & WHEELER 09/12/2023 $50,000.00 2.30.360(i) On-call Storm Drain Services SCOTT'S PPE RECON INC.10/24/2023 $32,400.00 2.30.360(i)RFP-NFPA PPE Inspection Services-Year 1 *PAMC 2.30.360 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 3 of 4 ATTACHMENT B Services Contracts Awarded Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids Sent/Received *PAMC 2.30.360 Description SEDGWICK CLAIMS MANAGEMENT SERVICE 07/20/2023 $66,000.00 2.30.360(b2)TPA for Workers' Comp SLOAN SAKAI YEUNG & WONG LLP 08/23/2023 $45,000.00 2.30.360(g)Professional legal services SOLUTIONS SIMPLIFIED 07/26/2023 $112,105.00 2.30.360(j)Year 1 of 3: ZIA Business Edition SOUTH BAY REGIONAL PUBLIC SAFETY 07/26/2023 $25,146.77 2.30.360(i)JFA & Paramedic Internship TMT ENTERPRISES INC 7/13/2023 $80,000.00 70/4 Offhauling Services for PW OPS- Year 4 of 5 TRIPLE HS, INC.08/22/2023 $49,845.08 2.30.360(i)Permit Coordination & Prep Services TRISTAR ICS INC 07/24/2023 $48,000.00 3/3 CPO FY23 Rendered Invoices UNIVERSITY OF CALIFORNIA DAVIS 11/02/2023 $49,000.00 2.30.360(i)SMHM Monitoring and Reporting VAN DERMYDEN MAKUS LAW CORPORATION 07/13/2023 $45,000.00 2.30.360(g)Professional legal services VAN DERMYDEN MAKUS LAW CORPORATION 10/31/2023 $50,000.00 2.30.360(g)Professional Legal Services VOCANTAS SOFTWARE 07/18/2023 $58,884.38 2.30.360(d)Vocantas Software Maintenance- Year 7 of 7 WATRY DESIGN, INC 12/18/2023 $49,775.00 2.30.360(i)Design Services Contingency XEROX CORPORATION 12/14/2023 $36,634.74 2.30.360(b2)Lease Fees/Printing Fees August 23 Z-CON SPECIALTY SERVICES INC 10/04/2023 $77,967.00 2758/3 Cubberley Gyms A&B Hazardous Mat & Mold Abate *PAMC 2.30.360 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 4 of 4 ATTACHMENT C Excerpts from the Palo Alto Municipal Code Chapter 2.30 – Contracts and Purchasing Procedures 2.30.200 Procurement officer contract award authority. The Procurement Officer may award and sign the following contracts: (a)Public Works Contracts. Public works contracts, where the term does not exceed three years, and the contract priceand any price contingency established for change orders, but excluding sales tax or use tax, do not exceed $85,000.00 in the first contract year, and do not exceed the sum of $85,000.00 and any unexpended monies carried forward from a prior contract year, in any subsequent contract year. (b)Contracts for Goods. Contracts to purchase goods, where the term does not exceed three years, and the contract price and any price contingency established for change orders, but excluding sales tax or use tax, do not exceed $85,000.00 in the first year, and do not exceed the sum of $85,000.00and any unexpended monies carried forward from a prior contract year, in any subsequent contract year. (c)General Services Contracts. General services contracts, where the term does not exceed three years, and the contract priceand any price contingency established for change orders or additional services, but excluding sales tax or use tax, do not exceed $85,000.00 in the first contract year, and do not exceed $85,000.00 and any unexpended monies carried forward from a prior contract year, in any subsequent contract year. (d)Professional Services Contracts. Professional services contracts, where the term does not exceed three years, and the contract price, and any price contingency established for additional services, but excluding sales tax or use tax, do not exceed the sum of $85,000.00 in the first contract year, and do not exceed the sum of $85,000.00 and any unexpended monies carried forward from a prior contract year, in any subsequent contract year. (e)Software and Hardware Purchase, Licensing, Maintenance and Support 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 and support of hardware and software, where the term of licensing or maintenance and support 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 with the concurrence and approval of the City Attorney. (Ord. 5494 § 9, 2020: Ord. 5387 § 1 (part), 2016: Ord. 4827 § 1 (part), 2004) 2.30.210 City Manager contract award authority. The City Manager may award and sign the following contracts: (a)Public Works Contracts. Public works contracts, where the term does not exceed three years, and the contract price and any price contingency established for change orders, but excluding sales tax or use tax, do not exceed $250,000.00 in the first contract year, and do not exceed the sum of $250,000.00 and any unexpended monies carried forward from a prior contract year, in any subsequent contract year. (b)Contracts for Goods. Contracts to purchase goods, where the term does not exceed three years and the contract price and any contingency established for change orders, but excluding sales tax or use tax, do not exceed $250,000.00 in the first contact year, and do not exceed the sum of $250,000.00 and any unexpended monies carried forward from a prior contract year, in any subsequent contract year. (c)General Services Contracts. Contracts for services associated with the leasing or licensing of personal property other than hardware or software, where the term does not exceed seven years, and the contract price and any price contingency established for change orders, but excluding sales tax or use tax, do not exceed $85,000.00 in the first contract year, and do not exceed the sum of $85,000.00 plus any unexpended monies carried forward from a prior contract year, in any subsequent contract year. (d)Contracts for Studies and Services Related to Private Development. Professional services contracts for: (1) the preparation of environmental assessments or other studies deemed necessary by the director of planning and development services for the processing of applications for private development projects, or (2) inspection and plan review services deemed necessary by the director of planning and development services to evaluate conformity of private development projects with applicable building codes, regardless of the cost or term thereof, provided the applicant for the private development project agrees, in writing, to bear responsibility for the entire contract cost, and the contract does not require the expenditure of city funds in any amount. (e)Rewards. The City Manager may offer and pay rewards where the amount of the reward does not exceed $25,000.00, in accordance with the procedures of Section 2.30.800. (f)Emergency Contracts. The City Manager is authorized to expend city funds for emergency contracts, as defined in Section 2.30.160, without limitation on the contract cost or amount and without following the contract solicitation and award procedures otherwise required by this chapter, provided that any procurement of goods and services obtained during an emergency declared by the Federal Emergency Management Agency shall comply with applicable FEMA Public Assistance Program's procurement orders, rules, regulations, guidelines and control procedures for cost reimbursement purposes. Expenditures made during an emergency must be reported to the Council at the next regular meeting if approval for such expenditures would otherwise have been made by the Council. The City Manager may issue a verbal report to the Council before a written report is delivered. (g)Contracts to Rent, Lease, License, Acquire, Transfer or Purchase Interests in Real Property from Other Parties. Contracts for the rental, leasing, licensing, or purchase by installment interests in real property from other parties for a term of seven years or less, where the contract price does not exceed $85,000.00 per year, or to encumber or transfer any interest in real property from other parties for any term of years. The City Manager may enter into and sign a contract to acquire or purchase an interest in real property, where the contract price does not exceed $85,000.00. (h)Contracts to Rent, Lease, or License City Real Property to Other Parties. The authority granted under this Section is distinct from the authority of the director of community services to grant individuals and groups permits for the exclusive temporary use of buildings and facilities located in, and the areas of, city parks and open spaces, as described in Chapter 22.04 of this municipal code or in the park and open space regulations. The City Manager may award and sign contracts to rent, lease or license city real property to other parties regardless of the price for a term not exceeding three years. Notwithstanding the preceding sentence, the City Manager may enter into and sign contracts for the rental, lease or licensing of real property at the Cubberley Community Center for terms of up to five years. (i)Contracts to Provide Municipal Services to other Public Entities or Utilities. A contract to provide municipal services and functions to any other public agency, public utility or other public entity in any amount for a term not exceeding three years, provided the contract is in compliance with all Council- adopted policies covering such contracts. The authority granted herein does not include the authority of the City Manager to add permanent employee positions. (j)Contracts Providing for Indemnity or Risk of Loss. The City Manager, with the concurrence and approval of the City Attorney and the insurance risk manager, may enter into and sign contracts, otherwise within the limits of his or her authority under Section 2.08.140 of this municipal code, that provide for the city or its officers or employees to defend, indemnify, or assume the risk of damage, loss, or liability for, or subrogate to any other contracting party respecting claims, demands, actions, losses or liabilities arising from the city's performance or non-performance under the contract. (k)Wholesale Utility Commodities and Services Contracts. Wholesale utility commodities and services contracts, where the term does not exceed five years and the contract price does not exceed $250,000.00 in any contract year. (l)Software and Hardware Purchase, Licensing, Maintenance and Support Contracts. Notwithstanding Subsection 2.30.210(c), the City Manager 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 and support of hardware and software, where the term of licensing or maintenance and support services does not exceed seven years and the contract price, excluding sales tax or use tax, does not exceed $85,000.00 per year in the first contract or fiscal year and does not exceed the sum of $85,000.00 and any unexpended monies carried forward from a prior fiscal year, in any subsequent contract or fiscal 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 with the concurrence and approval of the City Attorney. (m)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 contract or fiscal year, and does not exceed the sum of $85,000.00 and any unexpended monies carried forward from a prior fiscal year, in any subsequent contract or fiscal year. (Ord. 5494 §§ 3, 10, 2020: Ord. 5387 § 1 (part), 2016: Ord. 4827 § 1 (part), 2004)