HomeMy WebLinkAboutAgenda Report - August 5, 2009 E-05AGENDA ITEM
EmA5
Cinr of Looi
COUNCIL COMMUNICATION
AGENDA TITLE: Quarterly Report of Purchases Between $5,000 and $20,000
MEETING DATE: August 5,2009
PREPARED BY: Randy Lipelt, Buyer
RECOMMENDED ACTION: Information only. This report is madeto the City Council in
accordance with Lodi Municipal Code §2.12.060.
BACKGROUND INFORMATION: During the 2nd calendar quarter of 2009, the following purchases
were awarded. Background informationfor each purchase is
attached as Exhibits through R.
Exh Date
A 4/02/09
B 4/02/09
C 4/03/09
D 4/07/09
E 4/09/09
F 4/16/09
G 4/15/09
H
I
J
K
L
M
N
O
P
Q
R
4/16/09
4/22/09
4/30/09
5/04/09
5/18/09
6/04/09
6/08/09
6/11/09
6/11/09
6/25/09
6/29/09
Contractor Project Award Amt.
Xerox Multipurpose Paper for Public Works $5,051.81
Corporate Express Imaging HP Toner Cartridges $8,097.31
Ingersoll Rand Security Finance Department Relocation $14,883.27
Technologies
Ramos Oil Company
American Solutions for
Business
Republic Sales &
Manufacturing
Ingersoll Rand Security
Technologies
Big Cozy Books
Pennington Crossarm
Company
All -Phase Electric Supply
Computer Products
Corporation
Dawson Van & Storage
R & S Erection
Demco
Survalent Technology
Alpha Enterprise
Birchard Company
RMC Water & Environment
White Slough Emergency Generator
Diesel Purchase
Utility Bills, Delinquent & Final Notices
White Slough Digester Mixing System
Blower Purchase
MSC Transit Vehicle Maintenance Facility
Lodi Public Library Phase I Renovation -
Children's Area
Electric Utility Inventory
Electric Utility Inventory
Server Virtualization
Interim Library Move
Warehouse West Roll -Up Door
Replacement
Lodi Public Library Renovation Phase 1
SCADA-software support
Transit Shop Floor Scrubber
Library Dual Book Drop
Water Meter Installation and Water
Pipeline Relocation
$12,462.85
$5,659.89
$9,205.95
$15,177.33
$1 1,848.46
$7,638.99
$9,145.88
$12,671.00
$9,880.00
$6,825.00
$11,989.61
$5,575.00
$9,782.06
$9,127.72
$9,500.00
FISCAL IMPACT: Varies by project. All purchaseswere budgeted in the 2008-09 Financial Plan.
FUNDING: Funding as indicated on Exhibits.
Jordan Ayers
Deputy City Manager/Internal Services Director
APPROVED: /Qz)��-
Blair Ki y Manager
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
17=1;7_1AII ,1=1►116
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
Multipurpose Paper
Public Works
Xerox
$5,051.81
April 2, 2009
BIDS OR PROPOSALS RECEIVED:
Xerox
"NO BID" or NO RESPONSE RECEIVED:
$5,051.81
EXHIBIT A
BACKGROUND INFORMATION & BASIS FOR AWARD:
Quotes Q2612 &Q2613 received less than 30 days ago, pricing still valid.
Public Works projected 18 months supply to use funds available at present time.
FUNDING:
Purchase Order No. 18459
172026.1836.2300
Prepared by: Sherry R. Moroz
Title: Purchasing Technician
Reviewed by:
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
HP Toner Cartridges
Public Works, Police, Parks, Accounting
Corporate Express Imaging
$8,097.31
April 2, 2009
BIDS OR PROPOSALS RECEIVED:
Corporate Express Imaging
Office Depot (minus 2 line items)
OfficeMax (minus 1 line item)
"NO BID" or NO RESPONSE RECEIVED:
$8,097.31
$8,686.95
$8,319.31
EXHIBIT B
BACKGROUND INFORMATION & BASIS FOR AWARD:
This is a routine order for toners, however, Public Works projected 18 months supply to
use funds available at present time.
FUNDING: 172026.1836.2300 = $ 7,280.77
101031.7307 = $ 473.33
100503.7307 = $ 319.07
346028.7307 = $ 24.14
Prepared by: Sherry R. Moroz
Title: Purchasing Technician
Reviewed by:
Purchase Order No. 18461
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME: Finance Department Relocation
DEPARTMENT: Public Works
CONTRACTOR Ingersoll Rand Security Technologies
AWARD AMOUNT: $14,883.27
DATE OF April 3, 2009
RECOMMENDATION:
BIDS OR PROPOSALS RECEIVED:
Ingersoll Rand
"NO BID" or NO RESPONSE RECEIVED:
EXHIBIT C
$14,883.27
BACKGROUND INFORMATION & BASIS FOR AWARD:
Sole Proprietor for Security Access System to network with all other City facilities and
main computer system at the Police Department.
FUNDING:
Purchase Order: 18465
Included in Project Budget
Prepared by: Gary Wiman
Title: Construction Manager
Reviewed by:
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
EXHIBIT D
White Slough Emergency Generator Diesel Purchase
Public Works
Ramos Oil Company
$12,462.85
April 7, 2009
BIDS OR PROPOSALS RECEIVED:
Ramos Oil Company $12,462.85
E.F. Kludt & Sons Inc $14,181.00
Van De Pol Enterprises Inc $14,529.00
"NO BID" or NO RESPONSE RECEIVED:
BACKGROUND INFORMATION & BASIS FOR AWARD:
The City has been informed by Northern California Power Agency (NCPA), the City's
primary power source, that our normal power will be interrupted April 13-16, 2009, for
annual maintenance to their facility. During the outage, the City's wastewater facility
will be powered by our onsite emergency generator. The diesel purchase is to
replenish the fuel tank for the emergency generator used to supply backup power to run
the White Slough Water Pollution Control Facility. To ensure the diesel is delivered in a
timely manner, we are selecting the vendor on a current quote, although the actual cost
of the diesel will be assessed at the time of delivery.
FUNDING: 170403.7355
Purchase Order No.: 18472
Prepared by
Del Kerlin
Title: Wastewater Treatment
Superintendent
Reviewed by:
EXHIBIT E
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
Utility Bills, Delinquent & Final Notices
Financial Services - Revenue & EUD Field Services
American Solutions for Business
$5,659.89
April 9. 2009
BIDS OR PROPOSALS RECEIVED:
American Solutions for Business $5,659.89
Abrahamson Printing $5,815.52
Stratacom $5,820.08
Phenix Print & Image $8,091.00
Duncan Press $9,466.26
"NO BID" or NO RESPONSE RECEIVED:
BACKGROUND INFORMATION & BASIS FOR AWARD:
This is a routine order for utility bills, delinquent and final notices to be stored in a
controlled climate environment in the Purchasing Division.
FUNDING:
Purchase Order No. 18494
100505.7201 = $4,037.34
160621.7301 = $1,622.55
Prepared by: Sherry R. Moroz
Title: Purchasing Technician
Reviewed by:
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
EXHIBIT F
White Slough Digester Mixing System Blower Purchase
Public Works
Republic Sales & Manufacturing
$9,205.95
April 16, 2009
BIDS OR PROPOSALS RECEIVED:
Republic Sales & Manufacturing
Industrial Electrical Company
"NO BID" or NO RESPONSE RECEIVED:
$9,205.95
$10,260.56
BACKGROUND INFORMATION & BASIS FOR AWARD:
The Roots Blower being requested is intended to provide redundancy in the event of a
mechanical failure of one of the "duty" blowers. The blowers are used to mix the
contents of the digesters ensuring proper operation of the anaerobic digestion system.
Having backup mixing capabilities is needed to ensure the digesters meet regulatory
requirements. Due to the corrosive nature of the use environment these blowers must
operate, they typically only have a lifespan of 2-3 year before replacement is necessary.
FUNDING: 170403.7331
Prepared by: Del Kerlin
Title: Wastewater Treatment
Superintendent
Reviewed by:
Purchase Order No.: 18502
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
MSC Transit Vehicle Maintenance Facility
Public Works
Ingersoll Rand Security Technologies
$15,177.33
April 15, 2009
BIDS OR PROPOSALS RECEIVED:
Ingersoll Rand
"NO BID" or NO RESPONSE RECEIVED:
EXHIBIT G
$15,177.33
BACKGROUND INFORMATION & BASIS FOR AWARD:
Sole Proprietor for Security Access System to network with all other City facilities and
main computer system at the Police Department.
FUNDING: Included in Project Budget: 332356.1825.2250; 182356.1825.2250;
173356.1825.2250
Prepared by: Gary Wiman
Title: Construction Manager
Reviewed by:
Purchase Order No.: 18503
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
EXHIBIT H
Lodi Public Library Phase I Renovation -Children's Area
Library
Big Cozy Books
$11,848.46
April 16, 2009
BIDS OR PROPOSALS RECEIVED:
Big Cozy Books
"NO BID" or NO RESPONSE RECEIVED:
$11,848.46
BACKGROUND INFORMATION & BASIS FOR AWARD:
Big Cozy Books is the manufacturer and distributor of this product. These items are not
available from another source.
FUNDING: 211807.1836.2300 Donations from Library Foundation
Prepared by: Nancy Martinez
Title: Library Services Director
Reviewed by:
Purchase Order No.: 18449
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
Electric Utility Inventory
Electric Utility
Pennington Crossarm Company
$7,638.99
April 22, 2009
BIDS OR PROPOSALS RECEIVED:
Pennington Crossarm Company
"NO BID" or NO RESPONSE RECEIVED:
EXHIBIT I
$7.638.99
BACKGROUND INFORMATION & BASIS FOR AWARD:
These items are for the Electric Inventory. These crossarms will be used in the
maintenance of the City of Lodi's electric system. Pennington Crossarm is a sole
supplier to the City of Lodi. They were given the Purchase Order based on these facts.
FUNDING: 160.1496
Prepared by: Randy Lipelt
Title: Buyer
Reviewed by:
Purchase Order No.: 18518
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
Electric Utility Inventory
Electric Utility
All Phase Electric Supply Inc
$9,145.88
April 30, 2009
EXHIBIT J
BIDS OR PROPOSALS RECEIVED:
All Phase Electric Supply Inc $9,145.88
Intraline $9,211.13
GEXPRO $9,450.38
"NO BID" or NO RESPONSE RECEIVED:
BACKGROUND INFORMATION & BASIS FOR AWARD:
These items are for the Electric Inventory. These streetlight poles and bases are for
use as replacement parts for Cherokee Lane streetlights. These streetlight parts are
use exclusively on Cherokee Lane. These streetlight parts are made to order for the
City of Lodi by Union Metal. Union Metal does not sell direct. They use Associated
Lighting Representatives as a Manufactures Representative. ALR uses distributors to
sell product. The three vendors that can purchase through ALR were used and the low
responsible bidder was selected for a Purchase Order.
FUNDING:
Purchase Order No.: 18541
160.1496
Prepared by: Randy Li
Title: B
Reviewed
by:
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
Server Virtualization
ISD
Computer Products Corporation
$12,671.00
May 4, 2009
BIDS OR PROPOSALS RECEIVED:
Computer Products Corporation
"NO BID" or NO RESPONSE RECEIVED:
EXHIBIT K
$12,671.00
BACKGROUND INFORMATION & BASIS FOR AWARD:
Equipment will replace approximately five individual servers and put them into a
"virtualized" environment. Equipment is Dell refurbished and certified in excellent
condition with a one year warranty. Project will result in power and cooling reductions.
Vendor specializes in refurbished equipment.
FUNDING:
Purchase Order No.:
123001.7359 (ISD Replacement Fund)
Prepared by: Steve Mann
Title: IS Manager
Reviewed by:
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
Interim Library Move
Library
Dawson Van & Storage
$9,880.00
May 18, 2009
BIDS OR PROPOSALS RECEIVED:
Dawson Van & Storage (Mayflower)
"NO BID" or NO RESPONSE RECEIVED:
Pacific Storage Company (Bekins)
Casey Moving Systems (United)
Starving Students
BACKGROUND INFORMATION & BASIS FOR AWARD:
Only one response was received for this project.
FUNDING: Library Renovation Fund 211807
Prepared by: Nancy Martinez
Title: Library Services Director
Reviewed by:
Purchase Order No.: 18449
EXHIBIT L
EXHIBIT M
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME: Warehouse West Roll Up Door Replacement
DEPARTMENT: Public Works
CONTRACTOR R & S Erection
AWARD AMOUNT: $6,825.00
DATE OF June 4, 2009
RECOMMENDATION:
BIDS OR PROPOSALS RECEIVED:
R&S Erection
Industrial Door Company
Custom Garage Doors
"NO BID" or NO RESPONSE RECEIVED:
$6,825.00
$6,988.79
$8,180.00
BACKGROUND INFORMATION & BASIS FOR AWARD:
Lowest bid to replace existing door, track and motor operator. Door broke and cannot
be raised or lowered.
FUNDING:
Purchase Order No.: 18621
103511.7334
Prepared by: John Munoz
Title: Facilities Supervisor
Reviewed by:
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
Lodi Public Library Renovation Phase 1
Library
Demco
$11,989.61
June 9, 2009
BIDS OR PROPOSALS RECEIVED:
Demco
"NO BID" or NO RESPONSE RECEIVED:
EXHIBIT N
$11,989.61
BACKGROUND INFORMATION & BASIS FOR AWARD:
Library furnishings are highly specialized items. The library staff has selected these
pieces for their suitability and worked with company representatives to customize and
finalize the furniture specifications to meet the needs of the library renovation project.
FUNDING: 211807.1829.2275
Prepared by: Nancy Martinez
Title: Library Services Director
Reviewed by:
Purchase Order No.: 18622
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
SCADA-software support
Electric Utility
Survalent Technology
$5,575.00
June 11, 2009
BIDS OR PROPOSALS RECEIVED:
Survalent Technology
"NO BID" or NO RESPONSE RECEIVED:
EXHIBIT O
$5,575.00
BACKGROUND INFORMATION & BASIS FOR AWARD:
Survalent Technology provides the SCADA system that controls the Water, Electric,
Storm and Lift Stations. An annual service agreement ensures our staff with technical
support and software updates. This is a six month agreement. This will move the
contract renewal to the calendar year.
FUNDING: 160653.7323
Prepared by: Abel Palacio Sr.
Title: Utility Operations Supervisor
Reviewed by:
Purchase Order No.: 18625
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
Transit Shop Floor Scrubber
Public Works, Fleet Services
Alpha Enterprise
$9,782.06
June 11, 2009
BIDS OR PROPOSALS RECEIVED:
Alpha Enterprise
Tennant Sales and Service Company
Steam Cleaners Stockton Inc
Clean Source
"NO BID" or NO RESPONSE RECEIVED:
EXHIBIT P
$9,782.06
$10,836.93
Non Compliant
$11,425.25
BACKGROUND INFORMATION & BASIS FOR AWARD:
A powered, Walk -Behind Floor Scrubber was anticipated as being needed for the new
Fleet Transit Shop that just completed construction. This is a new piece of equipment
that is necessary to keep the new Shop floor clean. Purchase was postponed until
construction was finished to ensure that adequate funds remained; now that
construction is done these funds are available.
FUNDING: 332356.7709
Prepared by: Dennis J. Callahan
Title: Fleet & Facilities Manager
Reviewed by:
Purchase Order No.: 18626
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
Library Dual Book Drop
Library
Birchard Company
$9,127.72
June 25, 2009
BIDS OR PROPOSALS RECEIVED:
Birchard Company
Demco
Hopley Company
"NO BID" or NO RESPONSE RECEIVED:
EXHIBIT Q
$9,127.72
$10,302.38
$9,932.62
BACKGROUND INFORMATION & BASIS FOR AWARD:
The Library Board of Trustees authorized the purchase of a dual book drop to
accommodate print and non -print media at their May 11, 2009 meeting. The proposal
from Birchard Company meets the specifications at the lowest price.
FUNDING: 211807.2300.1829
Prepared by: Nancy Martinez
Title: Library Services Director
Reviewed by:
Purchase Order No.: 18635
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
DATE OF
RECOMMENDATION:
EXHIBIT R
Water Meter Installation and Water Pipeline Relocation
Public Works
RMC Water and Environment
$9,500.00
June 29, 2009
BIDS OR PROPOSALS RECEIVED:
RMC Water & Environment $9,500.00
"NO BID" or NO RESPONSE RECEIVED:
BACKGROUND INFORMATION & BASIS FOR AWARD:
Sole Proprietor for providing development, preparation and finalizing of the RFP
document for engineering services for the Water Meter Installation and Water Pipeline
Relocation services project.
FUNDING: 181023.1825.2150
Prepared by: F. Wally Sandelin
Title: Public Works Director
Reviewed by:
Purchase Order No.: 18639