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HomeMy WebLinkAboutAgenda Report - May 17, 2006 E-03AGENDA ITEM FoOrS ift CITY OF LODI %W COUNCIL. COMMUNICATION TM AGENDA TITLE: Quarterly Report of Purchases Between $5,000 and $20,000 MEEITING DATE: May 17, 2006 PREPARED BY: City Manager RE00MMENDED ACTION: Information only_ This report is made to the City Council in accordance with Lodi Municipal Code §2.12.060. BAOKGROUND INFORMATION: During the 1st calendar quarter of 2006, the following purchases FUMING: Funding as indicated on Exhibits. w Ruby PzWe, Interim Finance Director Prepared by Joel Harris, Purchasing Officer cc: Deputy City Manager Public Works Director Electric Utility Director Library Services Director *epputsy R.Krueger S D Manager City Manager APPROVED: Blair Kin ity Manager were awarded. Background information for each purchase is attached as Exhibits A through R. Exh Date Contractor Project Award Amt. A 01/04/06 Dell, Inc. GIS Workstation and Peripherals $ 5,394.48 B 01/09106 Kleinfelder Inc Environmental Test, Survey, Killelea $ 7,118.00 C 01/09/06 Arborwell Tree Trimming, Removal, Grinding $ 5,692.50 D 01/17/06 Jenchem WSWPCF Effluent Treatment - Polymer $ 9,051.00 E 01/18/06 M P C -G, LLC Finance Dept Computer Replacement $ 9,202.93 F 02/01/06 Rexel Norcal Valley Upgrade Software for Well 4R System $ 5,864.01 G 02/02/06 General Pacific Electric Inventory Replenishment $ 6,325.60 H 02/03/06 Valley Crest Tree Co. Tree Trimming, !North School Street $ 8,600.00 1 02/09/06 DLT Solutions, Inc AutoCAD Subscription Renewals $ 6,622.32 J 02/14/06 Treadwell & Rollo Inc Central Plume Monitoring Services $20,000.00 K 02/10/06 Rayvern Lighting Inc Cherokee Ln streetlight Replacements $ 5,650.41 L 02/17/06 Western Highway Prod. Street Div. Inventory Replenishment $ 5,950.51 M 02/22/06 Republic Sales & Mfg Digestor Gas Compressor Replacement $ 9,026.20 N 02{24106 EBSCO Subscription Svc Library Periodicals Subscriptions $ 9,898.44 0 03/08/06 Pacific Products & Svcs Gas -powered Drill/Driver/Breaker $ 5,646.10 P 03/20/06 Websoft Developers Enhancement to MapGuide Software $ 5,000.00 0 03/30/06 Golden State Flow Meas. 10" Water Meter $16,964.18 R 03/23/06 Jenchem WSW PCF Effluent Treatment - Polymer $ 9,051.00 FISCAL IMPACT: Varies by project. All purchases were budgeted in the 2005- 2006 Financial Plan. FUMING: Funding as indicated on Exhibits. w Ruby PzWe, Interim Finance Director Prepared by Joel Harris, Purchasing Officer cc: Deputy City Manager Public Works Director Electric Utility Director Library Services Director *epputsy R.Krueger S D Manager City Manager APPROVED: Blair Kin ity Manager EXHIBIT A RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: GIS Workstation and Peripheral Equipment DEPARTMENT: Community Development CONTRACTOR Dell, Inc. AWARD AMOUNT: $5,394.48 DATE OF RECOMMENDATION: January 4, 2006 BIDS OR PROPOSALS RECEIVED: Dell, Inc $5,394.48 (City Standard, per Res. 2005-108) "NO BID" or NO RESPONSE RECEIVED: N/A BACKGROUND INFORMATION & BASIS FOR AWARD: Recently Peter Pirnejad met with and discussed the benefits of a City-wide Geographic Information System (GIS) with all the department heads including James Krueger. During those discussions Peter described the City's need for a GIS and identified potential cost saving in the elimination of redundant data sets throughout various departments. Peter has proposed the formation of a GIS steering committee made up of one member of each department and sharing the cost of acquiring the needed hard and software components to implement a pilot program. The Steering Committee will investigate the costs versus the benefits of having a GIS as well as identify potential revenue sources in the way of user and impact fees to subsidize the ongoing maintenance and development of said system. The proposal received unanimous support from Police, Fire, Electric Utilities, Public Works, Internal Services including ISD, and Community Development. Considering the shared benefit of exploring such a system all the department heads agreed in sharing the cost of purchasing a pilot system. Resolution 2005-108 provides for purchase of PCs from M P C, Dell, and HP to allow for standardization in computer equipment in the City. FUNDING: Shared by participating departments Prepared by: Peter Pirnejad Title: Senior Planner Purchase Order No. 15185 EXHIBIT B RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Environmental Test and Survey, Killelea Substation DEPARTMENT: Electric Utility CONTRACTOR Kleinfelder, Inc. AWARD AMOUNT: $7,118.00 DATE OF RECOMMENDATION: January 9, 2006 BIDS OR PROPOSALS RECEIVED: Kleinfelder, Inc. $7,118.00 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: Killelea Substation is vital to the City's electric distribution system and was operational in the 1960s. Plans were prepared for reconstruction and expansion of the substation that includes acquisition of adjacent residential property. On August 3, 2005, the City Council approved the plans, specifications and advertisement of the project. During the pre-bid meeting potential contractors asked about the presence of hazardous materials. Considering the age of both substation facility and residential structure, it is prudent to conduct hazmat (e.g. asbestos, PCB, lead-based paint) testing. Recently, it was found that arc -chutes of the 12kV breakers contain asbestos materials. Established hazmat quantities from this report will be used by potential contractor as basis to submit cost for removal and disposal. For purposes of safety and eliminating any potential risk, environmental test and survey is recommended. The Department has been using the technical expertise of Kleinfelder, Inc. in different engineering services as geotechnical, civil, environmental and surveying. Award is recommended in accordance with the provisions of Ordinance No. 1763 Section 3.20.075 Professional/Technical Services Contracts. FUNDING: 161677.1825.2300 Prepared by: Demy Bucaneg, Jr. Title: Sr. Power Engineer Purchase Order No. 15010 EXHIBIT C RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Tree trimming, removal, grinding; mistletoe removal and crown reduction DEPARTMENT: Public Works / Streets CONTRACTOR Arborwell AWARD AMOUNT: $5,692.50 DATE OF RECOMMENDATION: January 9, 2006 BIDS OR PROPOSALS RECEIVED: Arborwell, Castro Valley Grover Tree, Modesto Valley Crest, Sacramento Berndt's Tree Service, Lodi "NO BID" or NO RESPONSE RECEIVED: None $5,692.50 $7,280.00 $7,930.00 $11,350.00 BACKGROUND INFORMATION & BASIS FOR AWARD: Tree removals and trimmings are part of the annual tree maintenance for the City of Lodi. This award addresses the removal of mistletoe in 53 of the City trees, removal of 1 City tree, and the pruning of 7 palm trees. Award is based on low bid. FUNDING: Purchase Order No. 15197 105036 Prepared by: George M. Bradley Title: Street Superintendent RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: Jenchem, Walnut Creek WSWPCF Effluent Treatment - Polymer Public Works - White Slough Facility Jenchem, Walnut Creek $9,051.00 January 17, 2006 "NO BID" or NO RESPONSE RECEIVED: None $9,051.00 EXHIBIT D BACKGROUND INFORMATION & BASIS FOR AWARD: Polymer is needed to improve the quality of the treatment plant effluent. Without the polymer we would not be able to discharge without a violation. The department has not found another supplier with a comparable product what will provide the performance required to effectively treat the effluent. FUNDING: Purchase Order No. 15229 170403 Prepared by: Del Kerlin Title: Assistant Water Treatment Supt. RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Finance Department Computer Replacement DEPARTMENT: Finance CONTRACTOR M P C -G LLC, Nampa, Idaho AWARD AMOUNT: $9,202.93 DATE OF RECOMMENDATION: January 18, 2006 BIDS OR PROPOSALS RECEIVED: M P C -G, LLC, Nampa, ID (City Standard, per Res. 2005-108) "NO BID" or NO RESPONSE RECEIVED: N/A $9,202.93 EXHIBIT E BACKGROUND INFORMATION & BASIS FOR AWARD: Nine PCs in Finance date from 1998 and 1999, and no longer function efficiently with current software used by Revenue and Accounting personnel. Replacement of these PCs will help improve staffs ability to respond to customers' inquiries and to complete job processing more quickly. Resolution 2005-108 provides for purchase of PCs from M P C, Dell, and HP to allow for standardization in computer equipment in the City. FUNDING: Purchase Order No. 15232 Accounting Division - 100503 - $2,045.10; Revenue Division - 100505 - $7,157.83 Prepared by: Joel Harris Title: Purchasing Officer EXHIBIT F RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Purchase Upgrade Software for Well 4R Tank, Pump, and Booster Pump System DEPARTMENT: Public Works - Water CONTRACTOR Rexel Norcal Valley AWARD AMOUNT: $5,864.01 DATE OF RECOMMENDATION: February 1, 2006 BIDS OR PROPOSALS RECEIVED: Rexel Norcal Valley "NO BID" or NO RESPONSE RECEIVED: None $5,864.01 BACKGROUND INFORMATION & BASIS FOR AWARD: Well 4R has a complicated program to operate the well, booster pumps and large water tank. The existing software is no longer supported and the software has limited provisions for making changes to the program, which are needed to increase the flexibility of operating the water system. Rexel Norcal Valley is the sole supplier of Allen Bradley Software to match existing equipment. FUNDING: Purchase Order No. 15283 180454 Prepared by: Frank Beeler Title: Assistant Water/Wastewater Supt. RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Electric Inventory Replenishment Electric Utility General Pacific, Portland, OR $6,325.20 February 2, 2006 BIDS OR PROPOSALS RECEIVED: General Pacific, Portland WESCO Distribution, San Leandro All -Phase Electric, Stockton (wire only) G E Supply Company, North Highlands (wire only) "NO BID" or NO RESPONSE RECEIVED: Kortick Manufacturing, Hayward (1 item only) Western States Electric, Portland (2 items only) Southwest Power, Benecia (1 item only) $6,325.60 $7,657.57 $6,986.51 $6,491.93 EXHIBIT G BACKGROUND INFORMATION & BASIS FOR AWARD: This material is needed to cover current work orders and for future maintenance of the electrical system. FUNDING: Purchase Order No. 15277 160.1496 Electric Inventory Prepared by: Randy Lipelt Title: Senior Storekeeper RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: North School Street Sycamore Trimming DEPARTMENT: Public Works / Street Division CONTRACTOR Valley Crest Tree Care Services AWARD AMOUNT: $8,600.00 DATE OF RECOMMENDATION: February 3, 2006 BIDS OR PROPOSALS RECEIVED: Valley Crest $8,600.00 Arborwell $13,413.50 "NO BID" or NO RESPONSE RECEIVED: Berndt's Tree Service Grover Landscape Services West Coast Arborist Tree Elements BACKGROUND INFORMATION & BASIS FOR AWARD: This tree trimming is part of the maintenance of the City of Lodi's urban forest. Award is based on low bid. FUNDING Purchase Order No. 15301 105036 Prepared by: George M Bradley Title: Street Superintendent EXHIBIT H EXHIBIT I RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: AutoCAD Subscription Renewals DEPARTMENT: Public Works CONTRACTOR DLT Solutions, Baltimore, MD AWARD AMOUNT: $6,622.32 DATE OF RECOMMENDATION: February 9, 1006 BIDS OR PROPOSALS RECEIVED: DLT Solutions $6,622.32 "NO BID" or NO RESPONSE RECEIVED: N/A BACKGROUND INFORMATION & BASIS FOR AWARD: This order provides for 2006 software updates and support for the department's following Autodesk products: Survey, Civil 3D, Civil 3D -Civil Design, Map 3D, Mapguide. DLT Solutions is Autodesk's master authorized sales partner for Autodesk products to government agencies. FUNDING: 103021, 180451, 170401 Prepared by: Richard Prima Title: Public Works Director Purchase Order No. 04.06.006012 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Central Plume Monitoring Services Public Works Treadwell & Rollo, Inc $20,000.00 February 14, 2006 BIDS OR PROPOSALS RECEIVED: Treadwell & Rollo, Inc., San Francisco "NO BID" or NO RESPONSE RECEIVED: N/A $20,000.00 EXHIBIT J BACKGROUND INFORMATION & BASIS FOR AWARD: The City has a master agreement with Treadwell & Rollo, Inc., for various technical services pertaining to the PCE/TCE contamination. This order is for services to be performed, as required by the Regional Water Quality Control Board prior to bringing a one-year funding request to Council on March 1, 2006. FUNDING: Purchase Order No. 15320 190106 Central Plume Fund Prepared by: Richard Prima Title: Public Works Director RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Cherokee Lane Streetlight Replacements DEPARTMENT: Electric Utility CONTRACTOR Rayvern Lighting AWARD AMOUNT: $5,650.41 DATE OF RECOMMENDATION: February 10, 2006 BIDS OR PROPOSALS RECEIVED: Rayvern Lighting, Paramount, CA WESCO Distribution, San Leandro All -Phase Electric Supply, Stockton Platt Electric Supply, Stockton "NO BID" or NO RESPONSE RECEIVED: West -Lite Supply, Hayward $5,650.41 $5,689.20 $5,947.80 $6,452.07 BACKGROUND INFORMATION & BASIS FOR AWARD: These lamps are for replacement of burned -out streetlights on Cherokee Lane. Award is based on low bid. FUNDING: Purchase Order No. 15277 160.1496 Electric Inventory 2005-2006 Budget Prepared by: Joel Harris Title: Purchasina Officer EXHIBIT K RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Streets Division Inventory Replenishment DEPARTMENT: Public Works / Streets CONTRACTOR Western Highway Products AWARD AMOUNT: $5,950.51 DATE OF RECOMMENDATION: February 17, 2006 BIDS OR PROPOSALS RECEIVED: Western Highway Products Interstate Sales (did not bid all items) Silver State Barricade & Sign (did not bid all items) "NO BID" or NO RESPONSE RECEIVED: Flint Trading Zumar Industries Valley Steel Supply $5,950.51 $723.71 $7,926.09 EXHIBIT L BACKGROUND INFORMATION & BASIS FOR AWARD: Self -sticking butyl pads are used to apply "Q" markers to median ends. Carsonite delineators are used to mark location of storm drains that are not easily seen Rest of items are for sign posts, sign post anchors, and related hardware. Western Highway was the low bidder. FUNDING: Purchase Order No. 15337 105031 Prepared by: Mike Watson Title: Street Suaervisor RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Digestor Gas Compressor Replacement DEPARTMENT: Public Works - Water/Wastewater White Slough CONTRACTOR Republic Sales and Manufacturing AWARD AMOUNT: $9,026.20 DATE OF RECOMMENDATION: February 22, 2006 BIDS OR PROPOSALS RECEIVED: Republic Sales and Manufacturing, Dallas, TX "NO BID" or NO RESPONSE RECEIVED: California Tank and Pneumatics Accurate Air Engineering, Inc. $9,026.20 EXHIBIT M BACKGROUND INFORMATION & BASIS FOR AWARD: Digestor gas compressors at White Slough are essential to maintain proper operation of the anaerobic solids handling process. Republic Sales was the only respondent. (On the purchase of an identical compressor in October, 2005, Republic Sales was low bidder). FUNDING Purchase Order No. 15369 170403 Prepared by: Del Kerlin Title: Asst Wastewater Treatment Supt RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Library Periodicals Subscriptions Lodi Public Library EBSCO Subscription Services $9,898.44 February 24, 2006 BIDS OR PROPOSALS RECEIVED: EBSCO Subscription Services "NO BID" or NO RESPONSE RECEIVED: N/A $9,898.44 EXHIBIT N BACKGROUND INFORMATION & BASIS FOR AWARD: Lodi Public Library subscribes to over 300 magazines and newspapers. The majority of these subscriptions are managed through a jobber. Although several national jobbers are available to provide this service, switching vendors by bidding the contract annually is not advisable. The risk of lapses in receiving the various issues in a timely manner is a concern as one jobber cancels a subscription and the new jobber reinstates the subscription. Serving the public in a consistent timely manner is our preference. FUNDING: Purchase Order No. 15373 210801 Prepared by: Na Title: Lib Martinez Services Director RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Gas Powered Drill/Driver/Breaker Public Works / Street Division Pacific Products and Services $5,646.10 March 8, 2006 BIDS OR PROPOSALS RECEIVED: Pacific Products and Services Avid Traffic Supply Rigel Products and Service "NO BID" or NO RESPONSE RECEIVED: $5,646.10 $6,439.02 $6,222.56 EXHIBIT O BACKGROUND INFORMATION & BASIS FOR AWARD: This item is being purchased to keep on the sign truck. It will increase efficiencies, which is essential due to reduced work force and increased work load. It will be used primarily to drive sign post anchors into the ground, and where wood posts are used, to compact soil around the post. Currently, a towable air compressor and jack hammer are used for this purpose. There are times when a compressor is not available and jobs are delayed until one is available. It will always be available for use and will reduce trips for a compressor. FUNDING: Purchase Order No. 15426 105031 Prepared by: Mike Watson Title: Street Supervisor RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: Enhancement to MapGuide Software Public Works - Engineering Websoft Developers $5,000.00 DATE OF RECOMMENDATION: March 20, 2006 BIDS OR PROPOSALS RECEIVED: Websoft Developers, Davis "NO BID" or NO RESPONSE RECEIVED: $5,000.00 EXHIBIT P BACKGROUND INFORMATION & BASIS FOR AWARD: Websoft Developers has been the only firm to work on the City's Mapguide system and has all the necessary knowledge of the City's needs since they are the primary firm working on the system, therefore no bids were received as this was treated as a sole source item. FUNDING: Purchase Order No. 15445 Engineering Operating Account 103021.7323 Prepared by: Rebecca Areida Title: Management Analyst RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: 10" x 12" Water Meter Assembly DEPARTMENT: Public Works - Water/Wastewater Divisions CONTRACTOR Golden State Flow Measurement AWARD AMOUNT: $16,984.18 DATE OF RECOMMENDATION: March 30, 2006 BIDS OR PROPOSALS RECEIVED: Golden State Flow Measurement, Inc., Sacramento "NO BID" or NO RESPONSE RECEIVED: N/A $16,984.18 EXHIBIT Q BACKGROUND INFORMATION & BASIS FOR AWARD: The customer has paid for the installation of a 10" metered water service. The City is standardized on Sensus brand flowmeters for large applications. Golden State Flow Measurement, Inc., is the local supplier. FUNDING: Purchase Order No. 15501 181402.7831.2100 Water Capital Project Prepared by: Frank Beeler Title: Assistant Water/Wastewater Supt. RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: Jenchem, Walnut Creek WSWPCF Effluent Treatment - Polymer Public Works - White Slough Facility Jenchem, Walnut Creek $9,051.00 March 23, 2006 "NO BID" or NO RESPONSE RECEIVED: None $9,051.00 EXHIBIT R BACKGROUND INFORMATION & BASIS FOR AWARD: Polymer is needed to improve the quality of the treatment plant effluent. Without the polymer we would not be able to discharge without a violation. The department has not found another supplier with a comparable product what will provide the performance required to effectively treat the effluent. FUNDING: Purchase Order No. 15481 170403 Prepared by: Del Kerlin Title: Assistant Water Treatment Supt.