Loading...
HomeMy WebLinkAboutAgenda Report - November 19, 2008 E-03E-3 CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Quarterly Report of Purchases Between $5,000 and $20,000 MEETING DATE: PREPARED BY: November 19,2008 Randy Lipelt - Buyer RECOMMENDED ACTION: Information only. This report is made to the City Council in accordance with Lodi Municipal Code §2.12.060. BACKGROUND INFORMATION: During the 3rd calendar quarter of 2008, the following purchases were awarded. Background information for each purchase is attached as ExhibitsA through SS Exh Date Contractor Project Award Amt. A 71Q1108 General Pacific Inc. Electric Inventory 56,211.19 B 7/01/08 HD Suooly Portland Electric Inventory $8,935.19 C 7/01/08 HD Supply Portland Electric Inventory $7,721.90 D 7/01/08 Intraline Inc. Electric Inventory $10,159.21 E 7/01/08 HD Supply Portland Electric Inventory 59,627.86 F 7/01/08 Intraline Inc. Electric Inventory $14,029.07 G 7/02/08 HF & H Consultants City of Lodi Wastewater Rate Update $19,790.00 H 7/09/08 LNI Custom Manufacturing Bus Benches $12,400.00 1 7/11/08 North Pacific Lumber Electric Inventory 513,909.45 J 7/11/08 North Pacific Lumber Electric Inventory 58,152.37 K 7/11/08 Siemens Power T & D Industrial Substation RTU Retro -fit 55,000.00 L 7/16/08 Alpha Omega Wireless Community Center Wireless Connection $8,492.47 M 7/16/08 ESRI Inc. ESRI GIS Support Renewal $5,064.25 N 7/25/08 Industrial Commercial Refrigeration Company Recreation Annex AC Replacement 55,350.00 O 7/30/08 GCS Western Power & Equip. Tymco 600 PUH Subassembly $5,284.06 P 7/31/08 Vangaurd Instruments Co. Inc Substation Relay Testing $7,300.00 Q 6/04/08 Bryan Gibson Masonry Reverse Frontage Fence Repair 59,400.00 R 8/06/08 Bentley Systems Inc Wastewater Capacity Study Software $8,773.34 S 8/08/08 Shape Incorporated Replacement Pump for Future Storm $17,342.36 Pump Site T 8/12/08 General Pacific Inc. Electric Inventory $6,262.48 U 8/13/08 Bobcat Central Purchase of New Vehicle Kubota Utility $9,400.00 V 8/14/06 Commerce Printing Community Arts Directory Fall 2008 511,681.78 W 8/19/08 IKON Office Solutions Purchase of a new copy machine Cannon $10,416.20 X 8/19/08 Koffler Electrical Mechanical Transformer Repair $5,942.60 Apparatus Repair Y 8/20/08 Survalent Technology City Utility SCADA System $13,000.00 Z 8/25/08 HD Supply -Portland Electric Inventory 55,833.91 AA 8/25/08 HD Supply -Benicia Electric Inventory $8,142.67 BB 8/25/08 All -Phase Electric Supply Electric Inventory $9,459.38 CC 8/25/06 Siemens Power T& D Substation RTU Retrofit $5,100.00 DD 8/27/08 Proglass Inc. Electric Inventory $5,150.77 EE 9/02/08 South Bay Foundry Inc Water Inventory $7,787.10 FF 9/03/08 Shape Incorporated Discharge Elbows for Future Storm Pump $6,518.68 GG 9/03/08 Intraline Inc. Substation Close Coil Assemblies $8,295.90 HH 9/03/08 General Pacific Inc Electric Meters $17,261.55 APPROVED: /ZDZ�-� Blair Kin ,G / Manager II 9/04/08 Coombs -Hopkins & DC Frost White Slough UV Lamp Replacement $18,252.00 JJ 9/05/08 American Solutions for Utility Bills $8,485.31 Business KK 9/09/08 Hayworth C/O Durst Office Furniture for White Slough $14,922.71 LL 9110108 Biotronics Substation Metering $16,301.29 MM 9/11/08 Pump Repair Services Inc White Slough Impeller Replacement $7,332.63 NN 9/15/08 Bondlogitx LLC Arbitrage Rebate Consulting Services $11,725.00 00 9/15/08 Wachs Inc. Water Valve Turning Machine $19,868.05 PP 9/18/08 Siemens Power T & D Substation RTU Retrofit $10,479.76 QQ 9/18/08 Ruggedcom Substation Fiber Optic System $6,029.00 RR 9/24/08 Ikon Office Solutions Purchase of Photocopy Machine & $17,725.96 Contract for Maintenance for MSC SS 9/25/08 Golden State Flow Water Meters $14,532.90 Measurement FISCAL IMPACT: Varies by project. All purchases were budgeted in the 2007-2008 Financial Plan. FUNDING: Funding as indicated on Exhibits. Evans, Budget Manager RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: General Pacific HD Supply Utilities Portland All -Phase Intraline HD Supply Utilities -Benicia Electric Inventory Electric Utility General Pacific $6,211.19 July 1, 2008 "NO BID" or NO RESPONSE RECEIVED: Platt Electric Supply Wesco Buckles -Smith Rexel GEXPRO $6,211.19 $7,775.78 $6,886.09 $7,212.95 $7,924.18 EXHIBIT A BACKGROUND INFORMATION & BASIS FOR AWARD: These items are for the Electric Inventory. They will be used in new construction. They will also be used for maintenance of the City of Lodi Electric system. General Pacific was the low responsible bidder. FUNDING: Purchase Order No.: 17699 160.1496 Prepared by: Randy Lipelt Title: Buyer Reviewed by: RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: HD Supply Utilities Portland Electric Inventory Electric Utility HD Supply -Portland $8,935.19 July 1, 2008 Sole Supplier see attached letter from Cooper Industries "NO BID" or NO RESPONSE RECEIVED: $8,935.19 EXHIBIT B BACKGROUND INFORMATION & BASIS FOR AWARD: These items are for the Electric Inventory. They will be used in new construction. They will also be used for maintenance of the City of Lodi Electric system. HD Supply -Portland was the only responsible bidder. FUNDING: Purchase Order No.: 17702 160.1496 Prepared by: Randy Lipelt Title: Reviewed by: RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: HD Supply Utilities -Portland All -Phase Electric Supply GEXPRO Rexel Norcal Valley General Pacific Intraline Inc. HD Supply Utilities -Benicia Electric Inventory Electric Utility HD Supply Utilities -Portland $7,721.90 July 1, 2008 "NO BID" or NO RESPONSE RECEIVED: Platt Electric Supply Wesco Buckles -Smith $7,721.90 $9,228.90 $9,557.64 $11,791.08 $11,004.83 $10,276.12 $11,642.39 Exhibit C BACKGROUND INFORMATION & BASIS FOR AWARD: These items are for the Electric Inventory. They will be used in new construction. They will also be used for maintenance of the City of Lodi Electric system. HD Supply Utilities -Portland was the low responsible bidder. FUNDING: Purchase Order No.: 17706 160.1496 Prepared by: Randy Lipelt Title: Buyer Reviewed by: RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: Intraline Inc. Electric Inventory Electric Utility Intraline Inc. $10,159.21 July 1, 2008 "NO BID" or NO RESPONSE RECEIVED: All -Phase Electric Supply Ace Supply Company GEXPRO Rexel Norcal Valley General Pacific Inc Kortick Manufacturing Platt Electric Supply Wesco HD Supplu Utilities -Portland HD Supply Utilities -Benicia Buckles -Smith Electric Company $10,159.21 Exhibit D BACKGROUND INFORMATION & BASIS FOR AWARD: These items are for the Electric Inventory. They will be used in new construction. They will also be used for maintenance of the City of Lodi Electric system. Intraline was the low responsible bidder. FUNDING: Purchase Order No.: 17708 160.1496 Prepared by: Randy Lipelt Title: Buyer Reviewed by: RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: HD Supply Utilities -Portland HD Supply Utilities -Benicia Electric Inventory Electric Utility HD Supply Utilities -Portland $9,627.86 July 1, 2008 "NO BID" or NO RESPONSE RECEIVED: Platt Electric Supply Wesco Buckles -Smith GEXPRO All -Phase Electric Supply Kortick Manufacturing Intraline Inc. General Pacific Rexel Norcal Valley $9,627.86 $16,158.41 Exhibit E BACKGROUND INFORMATION & BASIS FOR AWARD: These items are for the Electric Inventory. They will be used in new construction. They will also be used for maintenance of the City of Lodi Electric system. HD Supply Utilities -Portland was the low responsible bidder. FUNDING: Purchase Order No.: 17712 160.1496 Prepared by: Randy Lipelt Title: Buyer Reviewed by: RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: Intraline Inc. HD Supply Utilities Portland GEXPRO HD Supply Utilities Benicia Electric Inventory Electric Utility Intraline Inc $14,029.07 July 1, 2008 "NO BID" or NO RESPONSE RECEIVED: Platt Electric Supply Wesco Buckles -Smith All -Phase Electric Supply Kortick Manufacturing General Pacific Rexel Norcal Valley Platt Electric Supply $14,029.07 $14,050.06 $14,392.17 $16,598.89 Exhibit F BACKGROUND INFORMATION & BASIS FOR AWARD: These items are for the Electric Inventory. They will be used in new construction. They will also be used for maintenance of the City of Lodi Electric system. Intraline Inc. was the low responsible bidder. FUNDING: Purchase Order No.: 17720 160.1496 Prepared by: Randy Lipelt Title: Buyer Reviewed by: RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: City of Lodi Wastewater Rate Update Public Works Vendor: HF&H Consultants, LLC $19,790.00 July 3, 2008 Proposal Received from HF&H Consultants "NO BID" or NO RESPONSE RECEIVED: $19,790.00 Exhibit G BACKGROUND INFORMATION & BASIS FOR AWARD: The purpose of the wastewater rate study is to determine the appropriate wastewater rate adjustments needed to offset a declining fund balance in the wastewater operations fund (170). The study includes a financial model designed to forcast operations and capital expenditures over the next several years and to calculate the revenue requirements needed to properly fund the wastewater utility while establishing the appropriate reserves. HF&H Consultants was the only consultant approached for this work. The firm is very familiar with the wastewater enterprise since they have assisted the City on wastewater rates and connection fees since 2003 including a recent $33 million dollar bond issuance in November of 2007. FUNDING: Wastewater Operations Fund: Account Number 170401.7323 Prepared by: Charlie Swimley Title: Water Services Manager Purchase Order No.: Reviewed by: 17721 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Bus Benches Public Works LNI Custom Manufacturing $12,400.00 July 09, 2008 BIDS OR PROPOSALS RECEIVED: Quote dated 7/7/08 from LNI Custom Manufacturing for 20-5 foot benches with cast steel ends for bus benches. Tax included in quote. Delivery included. Installation will be done by others. "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: LNI Custom Manufacturing's quote was used as the City of Lodi has purchased the same type of benches in the past. FUNDING: 125080.7798 Prepared by: Tiffani Fink Title: Transportation Manager Reviewed by: Purchase Order No.: 17730 $12,400.00 EXHIBIT H RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: North Pacific Lumber Mc Farland Cascade Stella -Jones Electric Inventory Electric Utility North Pacific Lumber $13,909.45 July 11, 2008 "NO BID" or NO RESPONSE RECEIVED: The Oeser Company Bell Lumber and Pole Company Adobe Lumber Nevada Wood Preserving $13,909.45 $17,966.24 $16,791.76 Exhibit I BACKGROUND INFORMATION & BASIS FOR AWARD: These poles are for use on the City of Lod is electric system. They can be used for replacement of existing poles or in new construction. North Pacific Lumber was the low responsible bidder. FUNDING: Purchase Order No.: 17740 160.1496 Prepared by: Randy Lipelt Title: Buyer Reviewed by: RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: North Pacific Lumber Stella -Jones Electric Inventory Electric Utility North Pacific Lumber $8,152.37 July 11, 2008 "NO BID" or NO RESPONSE RECEIVED: The Oeser Company Bell Lumber and Pole Company Adobe Lumber Nevada Wood Preserving Mc Farland Cascade $8,152.37 $9,026.26 Exhibit J BACKGROUND INFORMATION & BASIS FOR AWARD: These poles are for use on the City of Lodi's electric system. They can be used for replacement of existing poles or in new construction. North Pacific Lumber was the low responsible bidder. Mc Farland was the original low bidder on these two items. When the PO was offered to them for only two items they declined the order. FUNDING: 160.1496 Prepared by: Randy Lipelt Title: Buyer Reviewed by: Purchase Order No.: 17755 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Industrial Substation RTU Retro -fit EUD Siemens Power Transmission $5,000.00 July 11, 2008 BIDS OR PROPOSALS RECEIVED: Siemens Power and Transmission "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: Sole supplier for field support on Siemens RTU FUNDING: Purchase Order No.: 17760 160652.7323 Prepared by: Allen Aadland Title: Electrical Technician Reviewed by: $5,000.00 EXHIBIT K RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: Alpha Omega Wireless Community Center Wireless Connection ISD Alpha Omega Wireless $8,492.47 July 16, 2008 "NO BID" or NO RESPONSE RECEIVED: Delta Wireless WAN/LAN Solutions $8,492.47 EXHIBIT L BACKGROUND INFORMATION & BASIS FOR AWARD: Wireless point-to-point bridge connects Community Center to the city network, replacing a telephone T1 line. FUNDING: 123001.7359 - Technology Replacement Fund Prepared by: Steve Mann Title: IS Manager Reviewed by: Purchase Order No. 17768 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: ESRI Inc ESRI GIS Support Renewal ISD ESRI Inc. $5,064.25 July 16, 2008 "NO BID" or NO RESPONSE RECEIVED: $5,064.25 Exhibit M BACKGROUND INFORMATION & BASIS FOR AWARD: This annual maintenance contract covers the city's investment in ESRI GIS software technology FUNDING: 100411.7313 - ISD 340451.7313 - ComDev 102013.7369 - Fire 103021.7332 - PW 125082.7369 - Transit Prepared by: Steve Mann Title: IS Manager Reviewed by: Purchase Order No. 17768 Exhibit N RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Recreation Annex AC replacement DEPARTMENT: Parks and Recreation CONTRACTOR Industrial Commerical Refrigeration Co. AWARD AMOUNT: $5,350.00 DATE OF RECOMMENDATION: 7/25/08 BIDS OR PROPOSALS RECEIVED: ICR $5,350.00 Henderson Brothers $5,668.00 Koehler and Son $5,967.00 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: Parks and Recreation owns 111 North Stockton Street. The area that houses the Parks Division has an AC unit that has stopped working and is not cost effective to repair FUNDING: Public Benefits Funds F Prepared by: Steve Dutra Title: Park Superintendent Reviewed by: Purchase Order No.: 17794 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Tymco 600 PUH Subassembly Public Works, Streets & Drainage GCS Western Power & Equipment $5,284.06 July 30, 2008 BIDS OR PROPOSALS RECEIVED: GCS Western Power & Equipment (Sole Supplier) "NO BID" or NO RESPONSE RECEIVED: $5,284.06 Exhibit O BACKGROUND INFORMATION & BASIS FOR AWARD: The current Tymco model 600 street sweeper was purchased with a broom assisted head (BAH) which has moving parts that add to the maintenance cost and lessen efficiency. Streets is replacing the BAH with a standard pick up head which is more efficient. GCS is the sole supplier for Tymco FUNDING: Streets & Drainage Operating Prepared by: Curtis Juran Title: Assistant Streets & Drainage Manager Reviewed by: Purchase Order No.: 17813 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Substation Relay Testing Electric Utility Vanguard Instruments Company Inc $7,858.00 July 31, 2008 BIDS OR PROPOSALS RECEIVED: Vangaurd Instruments Co Inc "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: Sole Supplier Needed for the WECC Compliance Relay Testing FUNDING: Purchase Order No.: 17810 160652.7719 Prepared by: Allen Aadland Title: Electrical Technician Reviewed by: $7,858.00 Exhibit P RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: Bryan Gibson Masonry $1,800.00 per panel Reverse Frontage Fence Repair Public Works, Streets & Drainage Bryan Gibson Masonry $9,400.00 August 4, 2008 "NO BID" or NO RESPONSE RECEIVED: Jeff Case Concrete $9,400.00 Exhibit Q BACKGROUND INFORMATION & BASIS FOR AWARD: The City of Lodi Streets & Drainage gained approval to change the fence design from grape stakes to a masonry wall at the April 16, 2008 council meeting. Staff attempted to obtain two bids to do repair as part of an ongoing program to replace approximately $10,000 worth each year. Jeff Case Concrete declined to bid due to Gibson's low price the last time bid. We did not obtain any more bids due to insurance requirements for working in the public right of way. These are the only know local contractors that have the needed insurance. FUNDING: Purchase Order No.: 17822 Damage to City Property, 3215012.7720 Prepared by: Curtis Juran Title: Assistant Streets & Drainage Manager Reviewed by: EXHIBIT R RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Wastewater Capacity Study Software Purchase DEPARTMENT: Public Works CONTRACTOR Bentley Systems, Inc. AWARD AMOUNT: $8,773.34 DATE OF RECOMMENDATION: August 6, 2008 BIDS OR PROPOSALS RECEIVED: Bentley Systems Inc $8,773.34 "NO BID" or NO RESPONSE RECEIVED: No bids were received, as Bentley Systems, Inc. is the sole developer of the existing storm water and water modeling software currently owned by the City. BACKGROUND INFORMATION & BASIS FOR AWARD: The State Water Resources Control Board adopted the Statewide General Waste Discharge Requirement (WDR) on May 2, 2006. The Order requires that all public wastewater collection systems comprised of more than one mile of pipeline be regulated. The Order requires that each operator of a publicly owned collection system develop and implement a system -specific Sewer System Management Plan (SSMP). Compliance with the Order is also provision of the City's Proposed Discharge Permit for the White Slough Water Pollution Control Facility adopted in September 2007. One of the components of the WDR is to develop a System Capacity and Assurance Plan (SCAP). The SCAP has four subtasks comprised of Evaluation, Design Criteria, Capacity Enhancement Measures, and Schedule for Implementation. The Capacity Enhancement Measures will be used to develop short-term and long-term Capital Improvement Plans to address identified hydraulic deficiencies, including prioritization, alternative analysis and schedules. An invaluable tool for achieving this plan is to develop a computerized model of the City's existing wastewater system using the proposed Sewer CAD software. This computer model will also be used and updated during the City's General Plan update. The model is expected to be completed by May 2009. FUNDING: Wastewater Fund and Wastewater Impact Fee Prepared by: Lyman Chang Title: Senior Civil Engineer Reviewed by: Purchase Order No.: 17834 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Replacement Pump for Future Storm Pump Site DEPARTMENT: Public Works CONTRACTOR Shape Incorporated AWARD AMOUNT: $17,342.36 DATE OF RECOMMENDATION: August 8, 2008 BIDS OR PROPOSALS RECEIVED: Shape Incorporated, Sole Supplier "NO BID" or NO RESPONSE RECEIVED: $17,342.36 EXHIBIT S BACKGROUND INFORMATION & BASIS FOR AWARD: Streets and Drainage has been phasing out vertical turbine pumps for about five years upon their failure. The old fashion vertical turbines are being replaced with the more efficient Flygt submersible pumps because of their proven reliability, energy efficiency, and reduced maintenance. Flygts are used exclusively, not only because of the proven track record, but because of the need to have compatibility for all sites. The mounting discharge flanges for the pumps need to be compatible so in the case of an emergency, a pump can be moved from one site to another. It is a known fact a storm pump will fail during the fiscal year 2008-2009, and the turn around time for these pumps has been two to three months. The purpose of the early purchase is to have a pump in stock and ready for replacement during the rainy season. FUNDING: Purchase Order No.: 17851 Wastewater Fund, Storm Prepared by: Curtis Juran Title: Assistant Streets and Drainage Manager Reviewed by: Exhibit T RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Electric Inventory Electric Utility General Pacific Inc. $6,262.48 August 12, 2008 BIDS OR PROPOSALS RECEIVED: General Pacific Inc $6,262.48 Intraline Inc $8,252.30 "NO BID" or NO RESPONSE RECEIVED: All Phase Electric Supply Kortick Manufacturing Company HD Supply Utilities -Portland HD Supply Utilities -Benicia BACKGROUND INFORMATION & BASIS FOR AWARD: These items are for the Electric Inventory. They will be used in new construction, and maintenance of the City of Lodi Electric System. General Pacific was the low responsible bidder. General Pacific was awarded the contract based on this fact. FUNDING: 160.1496 Prepared by: Randy Lipelt Title: Buyer Reviewed by: Purchase Order No.: 17847 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Purchase of new vehicle, Kubota Utility Vehicle DEPARTMENT: Parks and Recreation CONTRACTOR Bobcat Central INC AWARD AMOUNT: $9,477.00 DATE OF RECOMMENDATION: 11/7/80 BIDS OR PROPOSALS RECEIVED: Bobcat Central, Inc "NO BID" or NO RESPONSE RECEIVED: $9,477.00 EXHIBIT U BACKGROUND INFORMATION & BASIS FOR AWARD: This utility vehicle was being leased from Bobcat Central. Staff was given permission to convert the lease to a purchase. FUNDING: Purchase Order No. 17854 general fund - operations Prepared by: Steve Dutra Title: Park Superintendent Reviewed by: EXHIBIT V RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: The City of Lodi -Community Arts Directory/Fall 2008 Issue DEPARTMENT: Division of Arts Culture/Community Center CONTRACTOR Commerce Printing AWARD AMOUNT: $11,681.78 DATE OF RECOMMENDATION: August 14, 2008 BIDS OR PROPOSALS RECEIVED: Commerce Printing $11,681.78 Complete Job: Layout & Design, Mail Prep. Postage, Printing and Web upload Folger Printing $9,752.00 Layout & Design, Mail Prep, Printing No Postage Casey Printing $10,665.00 Layout & Design, Mail Prep., and Delivery No Postage Parks Quality Printing Printing Only $9,072.74 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: Commerce Printing offers a complete production and a high quality product at the lowest competitive price. FUNDING: 345026.7301 Prepared by: Diane C. Amaral Title: Program Coordinator Reviewed by: Purchase Order No.: 17843 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Purchase of new copy machine, Canon IR 3380 DEPARTMENT: Parks and Recreation CONTRACTOR Ikon AWARD AMOUNT: $9,769.69 DATE OF RECOMMENDATION: 8/15/08 BIDS OR PROPOSALS RECEIVED: Ikon "NO BID" or NO RESPONSE RECEIVED: $9,769.69 EXHIBIT W BACKGROUND INFORMATION & BASIS FOR AWARD: The city has a current government contact with this vendor. per Rebecca Aredia, Public Works No bid process is required. FUNDING: general fund - operations Prepared by: Steve Dutra Title: Park Superintendent Reviewed by: Purchase Order No. 17865 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Transformer Repair DEPARTMENT: Electric Utility Department CONTRACTOR Koffler Electrical Mechanical Apparatus Repair AWARD AMOUNT: $5,942.60 DATE OF RECOMMENDATION: August 19, 2008 BIDS OR PROPOSALS RECEIVED: Koffler Electrical Mechanical Apparatus Repair "NO BID" or NO RESPONSE RECEIVED: $5,942.60 EXHIBIT X BACKGROUND INFORMATION & BASIS FOR AWARD: Two transformers were in need of repair and cleaning due to maintenance issues rendering them inoperable. This is the only vendor in Northern California able to make these repairs. FUNDING: 160651 Prepared by: Demy Bucaneg Title: Assistant Electrical Utility Director Reviewed by: Purchase Order No.: 17867 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: Survalent Technology City Utility SCADA System Electric Utility Department Survalent Technology $13,000.00 August 20, 2008 "NO BID" or NO RESPONSE RECEIVED: $13,000.00 EXHIBIT Y BACKGROUND INFORMATION & BASIS FOR AWARD: There is a need for advance training and modifications to the SCADA System. The system has advanced features that would be beneficial to the Utility additionally the system operators need further training to get comfortable with the new system. We also need to make modifications to the system to allow interfacing to the new RTU's currently being installed at the Substations. FUNDING: 160653.7323 Prepared by: Abel Palacio Title: Utility Operations Supervisor EUD Reviewed by: Purchase Order No.: 17866 Exhibit Z RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Electric Inventory Electric Utility HD Supply Utilities -Portland $5,833.91 August 25, 2008 BIDS OR PROPOSALS RECEIVED: HD Supply Utilities -Portland $5,833.91 Intraline Inc $8,934.52 HD Supply Utilities -Benicia $7,059.35 "NO BID" or NO RESPONSE RECEIVED: General Pacific Kortick Manufacturing Platt Electric Supply BACKGROUND INFORMATION & BASIS FOR AWARD: These items are for the Electric Inventory. They will be used in new construction, and maintenance of the City of Lodi Electric System. HD Supply Utilities -Portland was the low responsible bidder. HD Supply Utilities -Portland was awarded the contract based on this fact. FUNDING: 160.1496 Prepared by: Randy Lipelt Title: Buyer Reviewed by: Purchase Order No.: 17883 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: HD Supply Utilities -Benicia Intraline Inc Electric Inventory Electric Utility HD Supply Utilities -Benicia $8,142.67 August 25, 2008 "NO BID" or NO RESPONSE RECEIVED: General Pacific Kortick Manufacturing Platt Electric Supply HD Supply Utilities -Portland Exhibit AA $8,142.67 $11,753.35 BACKGROUND INFORMATION & BASIS FOR AWARD: These items are for the Electric Inventory. They will be used in new construction, and maintenance of the City of Lodi Electric System. HD Supply Utilities -Benicia was the low responsible bidder. HD Supply Utilities -Benicia was awarded the contract based on this fact. FUNDING: 160.1496 Prepared by: Randy Lipelt Title: Buyer Reviewed by: Purchase Order No.: 17884 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Electric Inventory Electric Utility All -Phase Electric Supply $9,459.38 August 25, 2008 Exhibit BB BIDS OR PROPOSALS RECEIVED: All -Phase Electrical Supply $9,459.38 General Pacific Inc $10,796.55 Intraline Inc $12,067.89 Platt Electric Supply $10,167.18 W ESCO $10,128.50 HD Supply -Benicia $12,348.15 Buckles -Smith $9.613.89 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: This wire is for the Electric Inventory. It will be used in new construction, and maintenance of the City of Lodi Electric System. All Phase Electric Supply was the low responsible bidder. All - Phase Electric Supply was awarded the contract based on this fact. FUNDING: 160.1496 Prepared by: Randy Lipelt Title: Buyer Reviewed by: Purchase Order No.: 17885 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Substation RTU Retrofit Electric Utility Department Siemens Power $5,100.00 September 18, 2008 BIDS OR PROPOSALS RECEIVED: Siemens Power $1,700.00 a day charge up to a max of $5,100.00 "NO BID" or NO RESPONSE RECEIVED: $5,100.00 EXHIBIT CC BACKGROUND INFORMATION & BASIS FOR AWARD: Sole Supplier, Field Engineering Support and on-site installation and commissioning as needed. FUNDING: Prepared by: Allen Aadland Title: Electrical Technician Reviewed by: Purchase Order No.: 17959 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: Proglass Inc. Electric Inventory Electric Utility Proglass Inc. $5,150.77 August 27, 2008 "NO BID" or NO RESPONSE RECEIVED: $5,150.77 EXHIBIT DD BACKGROUND INFORMATION & BASIS FOR AWARD: This item is for the Electric Inventory. It will be used in new construction, and maintenance of the City of Lodi Electric System. Proglass Inc. is the only approved manufacture of these box pads. Proglass Inc. was awarded the Purchase Order based on this fact. FUNDING: 160.1496 Prepared by: Randy Lipelt Title: Buyer Reviewed by: Purchase Order No.: 17901 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: South Bay Foundry Inc California Concrete Pipe Water Inventory Public Works South Bay Foundry Inc $7,787.10 September 2, 2008 "NO BID" or NO RESPONSE RECEIVED: $7,787.10 $8,210.13 Exhibit EE BACKGROUND INFORMATION & BASIS FOR AWARD: This item is for the Water Inventory. This item is used for both new construction and replacement of existing parts in the City of Lodi water system. These are the only two suppliers of this product that matches the City of Lodi part number 408. South Bay Foundry was the low responsible bidder and was awarded the Purchase Order based on this fact. FUNDING: 180.1496 Prepared by: Randy Lipelt Title: Buyer Reviewed by: Purchase Order No.: 17906 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Discharge Elbows for Future Storm Pump Site DEPARTMENT: Public Works CONTRACTOR Shape Incorporated AWARD AMOUNT: $6,518.88 DATE OF RECOMMENDATION: September 3, 2008 BIDS OR PROPOSALS RECEIVED: Shape Incorporated, Sole Supplier "NO BID" or NO RESPONSE RECEIVED: $6,518.88 Exhibit FF BACKGROUND INFORMATION & BASIS FOR AWARD: Streets and Drainage has been phasing out vertical turbine pumps for about five years upon their failure. The old fashion vertical turbines are being replaced with the more efficient Flygt submersible pumps because of their proven reliability, energy efficiency, and reduced maintenance. Flygts are used exclusively, not only because of the proven track record, but because of the need to have compatibility for all sites. The mounting discharge flanges for the pumps need to be compatible so in the case of an emergency, a pump can be moved from one site to another. It is a known fact a storm pump will fail during the fiscal year 2008-2009, and the turn around time for these pumps has been two to three months. The purpose of the early purchase is to have a pump in stock and ready for replacement during the rainy season. FUNDING: Wastewater Fund, Storm Prepared by: Curtis Juran Title: Assistant Streets and Drainage Manager Reviewed by: Purchase Order No.: 17909 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: Intraline Inc Substation Close Coil Assemblies Electric Utility Intraline Inc $8,295.90 September 3, 2008 "NO BID" or NO RESPONSE RECEIVED: WESCO Independent Electric Supply $8,295.90 EXHIBIT GG BACKGROUND INFORMATION & BASIS FOR AWARD: This item is for a close coil assembly replacement in the Electric Utility Substations. The only close coil assembly that will work is ABB. This is an emergency replacement for a portion of the substation that is down. Intraline was the only responsible bidder. Intraline was the only bidder that could find and have these assemblies ship in the same day. Intraline was awarded the Purchase Order based on these facts. FUNDING: 160652.7355 Prepared by: Randy Lipelt Title: Buyer Reviewed by: Purchase Order No.: 17910 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: General Pacific Inc Electric Meters Electric Utility General Pacific $17,261.55 September 3, 2008 "NO BID" or NO RESPONSE RECEIVED: $17,261.55 BACKGROUND INFORMATION & BASIS FOR AWARD: Sole Supplier based on Council standardizing meters on Resolution 99-124 FUNDING: 160613.7712 Prepared by: Ken Berg Title: Buyer Reviewed by: Purchase Order No.: 17918 EXHIBIT HH Exhibit II RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: White Slough UV Lamp Replacement Public Works Coombs -Hopkins & DC Frost $18,252.00 September 4, 2008 BIDS OR PROPOSALS RECEIVED: Coombs -Hopkins & DC Frost $18,252.00 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: UV Lamps, ballast, and quartz sleeves are used in the wastewater treatment process to disinfect treated wastewater before it is discharged to Dredger Cut or used by our customers (NCPA and San Joaquin Vector Control District). Coombs -Hopkins & DC Frost are the manufacture's representatives for Trojan Technologies, Inc., who is the manufacture of our UV system and the sole supplier for all the parts utilized in their system. The UV lamps being purchased will be part of an ongoing operations and maintenance costs as they near their operational life expectancy of 12,000 hours. Future purchases will follow as the remaining lamps reach their life expectancy. The lamp replacement costs have been anticipated and are included in the 2007-2008 Wastewater Budget. FUNDING: Purchase Order No.: 17913 170403.7331 Prepared by: Del Kerlin Title: Wastewater Treatment Superintendent Reviewed by: RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Utility Bills Purchasing American Solutions for Business $8,485.31 September 5, 2008 BIDS OR PROPOSALS RECEIVED: American Solutions for Business "NO BID" or NO RESPONSE RECEIVED: $8,485.31 Exhibit JJ BACKGROUND INFORMATION & BASIS FOR AWARD: Due to time constraints no other bids were pursued as this was an emergency order due to the critical nature of getting utility bills in stock. Historically American Solutions for Business has received the bid for the printing of utility bills. FUNDING: Purchase Order No. 17922 100505.7301 Prepared by: Sherry R. Moroz Title: Purchasing Technician Reviewed by: EXHIBIT KK RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: White Slough Phase 3 Project -Office Furniture for the Administration Building DEPARTMENT: Public Works CONTRACTOR Hayworth AWARD AMOUNT: $14,922.71 DATE OF RECOMMENDATION: September 9, 2008 BIDS OR PROPOSALS RECEIVED: Hayworth Products $14,922.71 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: Office furniture for White Slough Phase 3 Project -Ad ministration Building. Durst Installation includes delivery, set-up, carton removal, and product management. FUNDING: 172026.1836.2300 Prepared by: Gary Wiman Title: Construction Project Manager Reviewed by: Purchase Order No.: 17934 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: Biotronics Substation Metering EUD Biotronics $16,301.29 September 10, 2008 "NO BID" or NO RESPONSE RECEIVED: $16,301.29 EXHIBIT LL BACKGROUND INFORMATION & BASIS FOR AWARD: Sole Supplier, Replacement parts for Substation Metering. Bitronics is the only supplier that is Compatible with Substation Metering and SCADA As per NERC/WECC Reliability Compliance, Lodi EUD registered as LSE & DP. To comply with the agencies requirements, Lodi EUD needs to establish the ability to forecast load and record faults with time tagging ability synchronized with other protection & interface with the new SCADA. Existing metering system in all substations are old, paper type, graphical units & not fitted with these technological features. Bitronics are the same meters that we have installed in the rehabilitated Killelea Substation. Easy to interface with SCADA and have the software for programming, configuration and the right communication protocol. FUNDING: 160613.7719 Prepared by: Allen Aadland Title: Electrical Technician Reviewed by: Purchase Order No.: 17935 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: White Slough Impeller Replacement Public Works Pump Repair Services Company $7,332.63 September 11, 2008 BIDS OR PROPOSALS RECEIVED: Pump Repair Services Company "NO BID" or NO RESPONSE RECEIVED: $7,332.63 EXHIBIT MM BACKGROUND INFORMATION & BASIS FOR AWARD: No other bids were pursued as Pump Repair Services Company is the sole source for the replacement parts for the Chicago brand pump this impeller will be installed in. The pump being repaired is one of three RAS pumps which are necessary to maintain operations in our secondary biological process. These pumps are nearly twenty years old. This is the final unit as the other pumps have already had their impellers replaced. FUNDING: Purchase Order No.: 17936 170403.7331 Prepared by: Del Kerlin Title: W.T. Superintendent Reviewed by: RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Arbitrage Rebate Consulting Services Public Works Bondlogitx LLC $11,725.00 September 15, 2008 BIDS OR PROPOSALS RECEIVED: Bond Logistix LLC sent letter in reference to Arbitrage Consulting Services describing additional bond issues to be included under our arbitrage rebate services contract between Bond Logistix LLC and the City of Lodi for Wastewater Financing. "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: Professional Service Contract FUNDING: Purchase Order No.: 17949 170401.7323 Prepared by: Rebecca Areida Title: Management Analyst II Reviewed by: $11,725.00 EXHIBIT NN RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: Water Valve Turning Machine Purchase Water/Wastewater Wachs Inc. $19,868.05 September 15, 2008 EXHIBIT 00 Wachs Inc. EVR-750 Automated Valve Operator with $19,868.05 Trimble PROXT GPS Hurco SD400-VSG3 Spin Doctor Valve Operator with $18,271.77 Valve Star G3 Wheeler Rex Valvemaster Valve Exerciser $6,685.88 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: Of all the machines tested, the Wachs EVR-750 is the unit of choice. This unit was much more stable and operator friendly than the others and has a better locking system. This machine was much more stable when locked in place while in operation. This unit is well laid out, built better and we feel will serve the Division better overall. The Hurco SD400 Spin Doctor was also tested. Though slightly less money, we found the boom arm to be flimsy and didn't like the way it pinned in the locked position. We didn't like the way it pinned in the locked position. We didn't like the way it needed to be shook up and down and back and forth to get the pins to release. The Wheeler Rex Valvemaster unit is not in the same class with the others. It is cheaply constructed and wouldn't last with heavy daily use. FUNDING: 181008.1829.2100 Prepared by: Rich Lenfesty Title: Water/Wastewater Supervisor Reviewed by: Purchase Order No.: 17950 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: BIDS OR PROPOSALS RECEIVED: Siemens Power Substation RTU Retrofit Electric Utility Department Siemens Power $10,479.07 September 18, 2008 "NO BID" or NO RESPONSE RECEIVED: $10,479.07 BACKGROUND INFORMATION & BASIS FOR AWARD: Sole Supplier, Spare Parts for new Siemens BTU's installed at Substations FUNDING: Prepared by: Allen Aadland Title: Electrical Technician Reviewed by: Purchase Order No.: 17959 EXHIBIT PP EXHIBIT QQ RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Substation Fiber Optic System Electric Utility Department Ruggedcom $6,029.69 September 22, 2008 BIDS OR PROPOSALS RECEIVED: Ruggedcom $6,029.69 Lightriver Technologies $6,751.62 B & B Electronics $5,603.00 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: Earthnet Switches provide redundant communication loop for the Substations Fiber Optic Ring. This will provide improved system reliability for SCADA and Substations RTUs. B & B Electronics bid was rejected because their product was not up tp industry standard for use in Substations. FUNDING: Prepared by: Allen Aadland Title: Electrical Technician Reviewed by: Purchase Order No.: 17961 Exhibit RR RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Purchase of Photocopy Machine and Contract for Maintenance Services for MSC DEPARTMENT: Public Works -MSC CONTRACTOR IKON OFFICE SOLUTIONS AWARD AMOUNT: $17,725.96 DATE OF RECOMMENDATION: September 24, 2008 BIDS OR PROPOSALS RECEIVED: IKON Office Solutions is honoring the same price as bid for 2007 for the original Master Maintenance & Sale Agreement dated 07/19/07 as approved by Resolution No.: 2007-127 "NO BID" or NO RESPONSE RECEIVED: $17,725.96 BACKGROUND INFORMATION & BASIS FOR AWARD: Cannon IR C5185i copier to replace existing copy machine for Public Works/MSC. The current machine has reached the end of its lifespan, causing frequent breakdowns and excessive call for repair, and the machine can no longer be relied upon to perform its job. FUNDING: 170401.7701, 180451.7701,3215011.7701 Prepared by: Rebecca Areida Title: Management Analyst Reviewed by: Purchase Order No.: 17953 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: DEPARTMENT: CONTRACTOR AWARD AMOUNT: DATE OF RECOMMENDATION: Water Meters Public Works Golden State Flow Measurement $14,532.90 September 25, 2008 BIDS OR PROPOSALS RECEIVED: Golden State Flow Measurement "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: Sole Supplier see attached letter from Sensus FUNDING: Purchase Order No.: 17971 180.1496 Prepared by: Randy Lipelt Title: Buyer Reviewed by: $14,532.90 Exhibit SS