The URL can be used to link to this page

Home My WebLink AboutStaff Report 2405-3058CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, September 09, 2024 Council Chambers & Hybrid 5:30 PM Agenda Item 18.Semi-Annual Report of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees for the period of January 1, 2024 through June 30, 2024 City Council Staff Report From: City Manager Report Type: INFORMATION REPORTS Lead Department: Administrative Services Meeting Date: September 9, 2024 Report #:2405-3058 TITLE Semi-Annual Report of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees for the period of January 1, 2024 through June 30, 2024 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 eleven (11) distinct awards for goods, and the contracts in Attachment B consist of seventy-five (75) 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. 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, Administrative Services Director ATTACHMENT A Goods Contracts Awarded $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 ANIXTER INC 4/19/2024 $165,248.03 2928/5 Assorted Electric parts DASHER TECHNOLOGIES INC 1/9/2024 $98,339.55 2.30.360(j)Arctic Wolf Managed Detection and Response DASHER TECHNOLOGIES INC 5/2/2024 $127,471.87 2.30.360(j)Data Communications Aruba Switches Bundle and Products EPLUS TECHNOLOGY INC 4/30/2024 $177,349.45 2.30.360(j)E9-2 Fiber Hut Interior Equipment FREMONT CHEVROLET FREMONT BUICK GMC 4/8/2024 $186,079.95 2.30.360 (k)Chevy Blazer EV WSB 837 GOLDEN GATE SYSTEMS 3/25/2024 $169,775.96 2.30.360(j)Computer Hardware- Dynabook Notebooks and HP Desktop ICONIX WATERWORKS US INC 4/15/2024 $159,001.36 2979/4 Assorted Water Parts KRUEGER INTERNATIONAL INC 6/24/2024 $106,640.63 2.30.360(j)Furniture and Installation for Planning Department ONESOURCE SUPPLY SOLUTIONS LLC 1/11/2024 $124,806.87 6/2 Purchase of High Voltage Cable for UTL PROFORCE LAW ENFORCEMENT 2/15/2024 $125,352.82 2900/6 Pistols and Equipment for Police TROJAN TECHNOLOGIES GROUP ULC 2/13/2024 $133,578.18 2.30.360 (e)UV System, UV lamp and related Equipment *PAMC 2.30.360https://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 $250,000 per year Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids Sent/Received *PAMC 2.30.360 Description ALLEGION ACCESS TECHNOLOGIES LLC 02/01/2024 31,090.00$ 3/3 Automatic Door Installation ALLEN, GLAESSNER, HAZELWOOD 01/23/2024 25,000.00$ 2.30.360(g)Professional Legal Services ALLIANT INSURANCE SERVICES, INC 03/26/2024 75,833.34$ 2.30.360(b2)Benefits Broker ALMA BAZO LANDETA 04/30/2024 30,000.00$ 2.30.360(i)Consultant for Creative Community Engagement BAGG ENGINEERS 06/03/2024 85,000.00$ 3055/1 Soil Compaction Testing BIBLIOCOMMONS CORP 06/13/2024 74,476.48$ 2.30.360(d)Online Catalog for Library - Year 2 BKF ENGINEERS 01/24/2024 49,472.00$ 2.30.360(i) Topographic Surveying Services BLUE RHINO STUDIO INC 06/04/2024 41,250.71$ 2.30.360(i)Custom Bronze Sculpture BLUE SKY ENVIRONMENTAL INC 04/23/2024 33,110.00$ 2.30.200(d)Emissions Testing BRUCE OLSTAD 05/14/2024 25,000.00$ 2.30.360(i)Music Director and Accompanist Services CAPSTONE FIRE & SAFETY MANAGEMENT 03/26/2024 25,000.00$ 2.30.360(i)Confined Space Entry Rescue Training CARAHSOFT TECHNOLOGY CORP.04/15/2024 67,853.65$ 2.30.360 (j)Installation and implementation of Disaster Recovery as a Service CAROLLO ENGINEERS 06/24/2024 85,000.00$ 3049/1 On-Call Engineering Services -Year 1 CLEAN HARBORS ENVIRONMENTAL 01/04/2024 85,000.00$ 674/4 City HazWaste Disposal - year 1 COLLECTION BUREAU OF AMERICA 05/30/2024 84,680.00$ 2892/3 Utilities - Collection Services COMMUNICATION ACADEMY 01/17/2024 40,001.00$ 2792/3 FY2024 Academic classes and camps COURTESY CLEANERS & DRAPE INC 02/05/2024 48,000.00$ 2810/1 Police Department Uniform Cleaning- Year 1 CROSS LAND SURVEYING, INC 01/10/2024 25,000.00$ 2.30.360(i)Golf Course Wetlands Land Surveying CUBIC CORPORATION AND SUBSIDIARIES 06/05/2024 45,000.00$ 2.30.36 (d)Traffic Signal Controller Hardware and Software DASHER TECHNOLOGIES INC 01/12/2024 31,216.27$ 2.30.360(j)Downtown Automated Parking Guidance Systems Project City Network Equipment Purchase DAVID J POWERS & ASSOCIATES INC 02/05/2024 41,721.00$ 2.30.360(i)Consultant for CEQA Report DAVID J POWERS & ASSOCIATES INC 03/11/2024 27,438.00$ 2.30.360(h)4075 El Camino Way-CEQA DAVID J POWERS & ASSOCIATES INC 03/21/2024 89,567.00$ 2.30.360(h)3980 El Camino Real-CEQA DTA 06/26/2024 49,765.00$ 2.30.360(i)Impact Fee Study FY24 EMBARCADERO MEDIA FOUNDATION 04/10/2024 26,070.00$ 4/2 Print and Digital Advertising for PWD EMBARCADERO MEDIA FOUNDATION 03/21/2024 72,327.95$ 1396/2 Legal Advertising for BCC Recruitment ESRI INC.02/20/2024 58,825.00$ 2.30.360(e)FY24: ESRI Govt Annual Sub - Year 1 FLEX ADVANTAGE THE ADVANTAGE GROUP 03/12/2024 40,740.00$ 3/2 Retiree Medical Reimbursement Services GALLAGHER BENEFIT SERVICES INC 06/18/2024 27,000.00$ 2.30.360(t)Gallagher Class Comp Studies *PAMC 2.30.360https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 1 of 3 ATTACHMENT B Services Contracts Awarded Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids Sent/Received *PAMC 2.30.360 Description GOOD CITY COMPANY 05/31/2024 50,000.00$ 2.30.360(i)Housing Gap Analysis GOOD CITY COMPANY 06/19/2024 45,000.00$ 2.30.360(i)Economic Development Services GRANICUS, LLC 03/19/2024 43,596.65$ 2.30.360(j)Support and Maintenance Public Records Request for PD GRASSROOTS ECOLOGY 03/25/2024 33,050.00$ 2971/1 Support and Maintenance for Native Plant Restoration and Green Stormwater Infrastructure Support GRM INFORMATION MANAGEMENT 06/24/2024 72,246.50$ 2.30.360(b)Offsite Records Storage HAMLET INC 05/31/2024 27,000.00$ 2.30.360(i)Meeting Agenda Services HILL BROTHERS CHEMICAL COMPANY 04/05/2024 50,269.28$ 10/3 Alkalinity Chemicals, Mag Bulk Delivery HONEYWELL INTERNATIONAL INC 04/04/2024 38,542.88$ 2.30.360(d)G2 FSAS Annual Svs Agreement INSIGHT PUBLIC SECTOR, INC.03/22/2024 41,838.00$ 2.30.360(j)Mimecast 365 Protect- email Security KIDDER MATHEWS 01/25/2024 48,600.00$ 2.30.360(i)Embarcadero Property Appraisal KIDIZENS 01/03/2024 35,001.09$ 2793/5 FY2024 LEGO Youth camps and classes KOPPL PIPELINE SERVICES INC.01/11/2024 85,000.00$ 2831/1 On-call stopping and tapping services LAW OFFICE OF TODD SIMONSON PC 03/06/2024 50,000.00$ 2.30.360(g)Legal Services LIGHTHOUSE FOR THE BLIND AND VISUALLY IMPAIRED 04/16/2024 49,983.69$ 2.30.360(i)Graphic Design Services LYNX TECHNOLOGIES INC 05/28/2024 50,000.00$ 2.30.360(i)GIS Data Development MOODY'S ANALYTICS INC 01/31/2024 46,251.00$ 2.30.360(i)Analytic Services with Northern California Power Agency- Year 2 MUNICIPAL RESOURCE GROUP LLC 04/10/2024 58,494.00$ 2.30.360(b2)Recruitment Analysis and recommendations MUNICIPAL RESOURCE GROUP LLC 04/30/2024 43,067.00$ 2.30.360(i)Recruitment Services NEIGHBORS ABROAD 04/03/2024 35,000.00$ 2.30.360(i)Reception/Hosting Services-CMO OCLC INC 06/04/2024 30,000.00$ 2.30.360(d)Cataloging and Metadata for Library OPTM 03/13/2024 53,404.72$ 2.30.360(j)Oracle Database Renewal PALO ALTO CHAMBER OF COMMERCE 06/26/2024 55,000.00$ 2.30.360(d)Chamber Support PRO AUDIO RENTAL SYSTEMS 06/04/2024 39,150.00$ 2.30.360(i)Pro Audio, TCS Staging Audio 2024 R3 CONSULTING GROUP, INC.06/20/2024 84,500.00$ 5/3 Refuse Fund and Rate Analysis RANKIN ONEAL 02/21/2024 25,000.00$ 2.30.360(g)Professional Legal Services RANKIN SHUEY MINTZ LAMPASONA HARPER 01/18/2024 25,000.00$ 2.30.360(g)Professional Legal Services RDA CONSULTING SPC 04/10/2024 80,001.09$ 2864/2 Human Services Needs Assessment *PAMC 2.30.360https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 2 of 3 ATTACHMENT B Services Contracts Awarded Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids Sent/Received *PAMC 2.30.360 Description RINCON CONSULTANTS, INC.01/03/2024 47,302.00$ 2.30.360(i)GHG Inventory of Emissions Data Collection and Training RINCON CONSULTANTS, INC.04/04/2024 68,846.00$ 2.30.360(h)3265 El Camino Real-CEQA Analysis ROCK RABBIT INC 02/20/2024 45,000.00$ 2.30.360(i)Web Application for Water Heater Project Rebates SANTA CLARA COUNTY FIRESAFE COUNCIL 06/25/2024 60,000.00$ 2.30.360(c)FFMP Project Area maintenance and education SHI INTERNATIONAL CORP 04/22/2024 27,764.00$ 2.30.360(j)Net Motion platform SIEGFRIED ENGINEERING, INC 04/16/2024 25,300.00$ 2.30.360(i)Land Surveying Service SMART WAVE TECHNOLOGIES LLC 01/17/2024 84,845.00$ 3/3 Design and Support for Tarana Pilot Network SUNBELT CONTROLS INC 06/10/2024 42,311.00$ 4/4 City Hall WebCntrl/SA-1 Controls Upgrade SUSAN ZOCCOLA LLC 02/21/2024 47,630.00$ 2.30.360(i)Replacement of Damaged Sculpture TRANSFORMER CONSULTING 05/31/2024 52,285.00$ 2.30.360(b2)Factory Inspections for 2-50MVA Transformers TRIPLE HS, INC.02/08/2024 50,000.00$ 2.30.360(i)Mitigation Monitor Plan for Golf Course UNITED RENTALS (NORTH AMERICA) INC 05/08/2024 39,967.25$ 2.30.360(c)Lease of Portable Generators UNITED SECURITY SPECIALISTS INC 01/31/2024 36,000.00$ 3/2 Security Guard Services for Overnight Warming Location VERDE DESIGN, INC.02/01/2024 50,000.00$ 2.30.360(i)Construction Administration Services WATRY DESIGN, INC 06/04/2024 38,000.00$ 2.30.360(i)Design Services for DT University Ave Business District WILDLAND RES MGT 03/08/2024 29,627.00$ 2.30.360(i)Update for Foothills Fire Mgmt. Plan and Community Wildfire Protection Plan WQTS INC 04/03/2024 50,000.00$ 2.30.360(i)Support Services for Water-Gas-Wastewater Division XCEL ELECTRIC GROUP LLC 06/25/2024 43,887.00$ 3058/8 EV Chargers Install, City Hall, Level C YORKE ENGINEERING LLC 01/31/2024 85,000.00$ 2857/2 Gap Assessment *PAMC 2.30.360https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 3 of 3 ATTACHMENT C Excerpts from the Palo Alto Municipal Code Chapter 2.30- Contracts and Purchasing Procedures 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. (a) Emergency Contracts, 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 orders, rules, regulations, guidelines and control procedures for cost reimbursement purposes. (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: (1) Contract specifications cannot be drawn in a way that would enable more than one vendor, consultant 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; (3) Special conditions attached to a grant, donation or gift requires the use of particular goods and/or services. All requests for exemptions under this subsection shall be supported by written documentation (facsimile or electronic mail may be used), approved by the department head and the Procurement Officer. (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 proposals 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 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. (f) Placement of insurance coverage and surety bonds. (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: (i) the services are solicited using methods substantially similar to those required by this chapter, as determined by the Procurement Officer; and (ii) the contract is consistent with the requirements specified in this municipal code. (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. (l) Contracts with, or solicited on the city's behalf by, Northern California Power Agency, Transmission Agency of Northern California, and Western Area Power Administration to procure wholesale utility commodities and services that meet the requirements of Section 2.30.340(d) or 2.30.360(k). (m) Contracts with Pacific Gas and Electric Company and the California Independent System Operator Corporation for energy transmission services to the extent necessary and expedient to provide for the general health, safety and welfare of the city's utility customers. (n) Contracts with any public agency or governmental body to construct a public work, where the Procurement Officer determines the public agency or governmental body has used methods similar to those required by this chapter to contract for the public work. (o) Contracts with any public utility holding a certificate of public convenience and necessity or any entity holding a cable service or video service franchise pursuant to chapter 2.10 of this municipal code to construct a public works, where such works involves property of such public utility or cable service or video service franchisee and is otherwise of direct concern to both the city and such public utility or cable service or video service franchisee, provided that the project is not otherwise required by the charter to be formally bid. (p) Contracts with private developers to construct public improvements in connection with their development projects, even if the city contributes funds to the improvement project, provided that the projects are not otherwise required by the charter to be formally bid. (q) Projects, where the public work is performed by the city with its own employees. (r) Contracts, where the estimated total expenditure by the city does not exceed $10,000.00. (s) Contracts with entities to procure at wholesale prices utility commodities and services under a city "feed-in tariff" energy program that meets the requirements of Section 2.30.340(c). (t) Professional services contracts in relation to personnel matters for: recruitment consultants, workplace investigations, threat assessments, conflict intervention, and industrial safety. (Ord. 5494 § 21, 2020: Ord. 5387 § 1 (part), 2016: Ord. 5148 § 2, 2012: Ord. 5081 § 1, 2010: Ord. 4827 § 1 (part), 2004)