HomeMy WebLinkAboutAgenda Report - February 17, 2016 C-03TM
CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE:
MEETING DATE:
PREPARED BY:
AGENDA ITEM
C-3
Accept Quarterly Report of Purchases between $10,000 and $20,000
February 17, 2016
Deputy City Manager
RECOMMENDED ACTION: Accept Quarterly Report of Purchases between $10,000 and
$20,000.
BACKGROUND INFORMATION: During the fourth calendar quarter of 2015, the following
purchases were awarded. Background information for each
purchase is attached as Exhibits A through I.
Exh.
A
B
C
Date
10/13/15
10/26/15
10/26/15
D 10/27/15
E 10/29/15
F 10/29/15
G 11/04/15
H 11/05/15
I 11/23/15
Contractor
Ray Morgan Co
DC Frost
Harrington Industrial
Plastic
Sanborn Chevrolet
Sanborn Chevrolet
Sanborn Chevrolet
M.R.C. Global
Industrial Electric Co
Sanborn Chevrolet
FISCAL IMPACT: Not applicable.
FUNDING AVAILABLE:
Attachments
Project Award Amt.
Copier Purchase — Public Works $11,260.08
UV Critical Parts — White Slough $19,809.86
Biosolids Day Tank Replacement — White Slough $18,850.61
Vehicle Purchase — Police $17,673.40
Vehicle Purchase - Police $17,673.40
Vehicle Purchase — Police $17,673.40
UV Valve Replacement — White Slough $13,284.00
Fan Press Gearbox Replacement — White Slough $14,806.91
Vehicle Purchase — Community Development $19,848.65
Varies by project. All purchases were budgeted in the 2015-2016
Financial Plan.
Jordan Ayers, Deputy City Manager
APPROVED:
ep8D
en wabauer, City Manager
EIXVIEBIIT A
'RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME: Copier Purchase
DEPARTMENT: AdminIstratIon
CONTRACTOR Ray Morgan Company
AWARD AMOUNT:: $11,280.03
DATE OF RECOMMENDATION: 10/13/16
BIDS OR PROPOSALS RECEIVED:
Ray Morgan Company $11,260.08
"NO BID" or NO RESPONSE RECEIVED:
BACKGROUND INFORMATION & BASIS FOR AWARD:
Purchase of now Canon imageRUNNER C5240A for Administration .3A: Municipal Utility Services
to replace aging copier that requires continuious maintenance.
Pursuant to Lodi Municipal Code 3.20,045, this contract can be awarded to Ray Morgan
Company in accordance with Shasta Union High School District Contract No. REPSUHSD 477-
2013 which was publicly awarded in accordance with their formally adopted bidding procedures.
As such, no bidding quotes are necessary.
FUNDING: 56052001.77030
53053001.77030
Prepared by: Tifiani Butorovich
Title: Administrative Secretary
EXHIBIT B
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME: UV Critical Parts
DEPARTMENT: PW
CONTRACTOR DC Frost
AWARD AMOUNT: $19,809.86
DATE OF RECOMMENDATION: October 26, 2015
BIDS OR PROPOSALS RECEIVED:
sole source purchase
DC Frost
"NO BID" or NO RESPONSE RECEIVED:
$19,809.86
BACKGROUND INFORMATION & BASIS FOR AWARD:
This is a sole source project. The parts are needed for routine and annual maintenance.
Monies have been allocated f or $225,000 for fiscal year 2015-2016. This purchase is to
address the immediate needs of the UV until White Slough can get the first large purchase of
$70-80,000 approved by council which will be Novemebr 18th
FUNDING: 53053003.77030
Prepared by: Karen D. Honer
Title: Wastewater Plant Superintendent
Reviewed by:
EXHIBIT C
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME: Biosolids Day Tank Replacement
DEPARTMENT: Public Works
CONTRACTOR Harrington Industrial Plastic
AWARD AMOUNT: $18,850.61
DATE OF RECOMMENDATION: 10/26/15
BIDS OR PROPOSALS RECEIVED:
Harrington Industrial Plastic $18,850.61
Snyder Industrial Inc $23,982.02
"NO BID" or NO RESPONSE RECEIVED:
Pro Tank
BACKGROUND INFORMATION & BASIS FOR AWARD:
Existing Day Tank was damaged when mixing propeller sliced through the side. Temporary
repairs have been made.
Maintenance staff recommend replacement to avoid a failure
FUNDING: 53053003.77030
Prepared by: Karen Honer
Title: Waste Water Plant Superintendent
Reviewed by:
Purchase Order No.
EXHIBIT D
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME: Detectives Vehicle Purchase
DEPARTMENT: Police Department
CONTRACTOR Sanborn Chevrolet
AWARD AMOUNT: $17,673.40
DATE OF RECOMMENDATION: 10/27/2015
BIDS OR PROPOSALS RECEIVED:
Sanborn $17,673.40
Honda of Hayward $18,339.48
Stockton Honda $19,434.60
"NO BID" or NO RESPONSE RECEIVED:
BACKGROUND INFORMATION & BASIS FOR AWARD:
Staff reviewed three comparable vehicles and found the 2015 Hyundai Sonatafrom Sanborn
Chevrolet to be the best overall value. Vehicle has been inspected by MSC and no issues were
found. After a thorough review of the Exception to Bid Procedure, the department believes it is
in the City's best interest to purchase a pre -owned 2015 Hyundai Sonata from Sanborn
Chevrolet.This vehicle will replace vehicle #05-077.
FUNDING: 40399100.77040
Prepared by: Paula O'Keefe
-Title-
Rev ebd-by:,
EXHIBIT E
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME: Detectives Vehicle Purchase
DEPARTMENT: Police Department
CONTRACTOR Sanborn Chevrolet
AWARD AMOUNT: $17}673.40
DATE OF RECOMMENDATION: 10/29/2015
BIDS OR PROPOSALS RECEIVED:
Sanborn $17,673.40
Honda of Hayward $18,339.48
Stockton Honda $19,434.60
"NO BID" or NO RESPONSE RECEIVED:
BACKGROUND INFORMATION & BASIS FOR AWARD:
Staff reviewed three comparable vehicles and found the 2015 Hyundai Sonatafrom Sanborn
Chevrolet to be the best overall value. Vehicle has been inspected by MSC and no issues were
found. After a thorough review of the Exception to Bid Procedure, the department believes it is
in the City's best interest to purchase a pre -owned 2015 Hyundai Sonata from Sanborn
Chevrolet,This vehicle will replace vehicle #05-085.
FUNDING:
40399100.77040
Prepared by:
Titl
Review t -b_
Paula O' • gefe
me
Analyst
EXHIBIT F
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME: Detectives Vehicle Purchase
DEPARTMENT: Police Department
CONTRACTOR Sanborn Chevrolet
AWARD AMOUNT: $17,673.40
DATE OF RECOMMENDATION: 10/29/2015
BIDS OR PROPOSALS RECEIVED:
Sanborn $17,673.40
Honda of Hayward $18,339.48
Stockton Honda $19,434.60
"NO BID" or NO RESPONSE RECEIVED:
BACKGROUND INFORMATION & BASIS FOR AWARD:
Staff reviewed three comparable vehicles and found the 2015 Hyundai Sonatafrom Sanborn
Chevrolet to be the best overall value. Vehicle has been inspected by MSC and no issues were
found. After a thorough review of the Exception to Bid Procedure, the department believes it is
in the City's best interest to purchase a pre -owned 2015 Hyundai Sonata from Sanborn
Chevrolet.This vehicle will replace vehicle #05-091.
FUNDING: 40399100.77040
Prepared by: P-ula o'Kefe
_Titl
Review
t Analyst
EXHIBIT G
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME: UV VALVE REPLACEMENT
DEPARTMENT: Public Works
CONTRACTOR M.R.C. GLOBAL
AWARD AMOUNT: $13,284.00
DATE OF RECOMMENDATION: 11/04/2015
BIDS OR PROPOSALS RECEIVED:
M.R.C. GLOBAL
FOSTER FLOW CONTROL
"NO BID" or NO RESPONSE RECEIVED:
FRANK A OLSEN
$13,284.00
$13,929.84
BACKGROUND INFORMATION & BASIS FOR AWARD:
The motorized operating valve being replaces controls the effluent weir gate of Channel 2 of the UV
system. UV is critical in the disinfection of the treated wastewater and without proper control of the
channel; the cannel cannot be used.
An additional motorized valve is being ordered so that White Slough can have it available in case of
another failure. The manufacturer maintains an 8-10 week lead time once a PO is received. In the
summer, when white Slough is not discharging to the river; that long lead time can be manageable
because the state limitations are lighter than the limitations discharging to the river. The state imposes
tighter restrictions on the river discharges and the long lead time present problematic operational and
maintenance challenges to maintain properly treated effluent.
FUNDING: 53053003.72531
Prepared by: Kelly Powers
Title: W/WW
Reviewed by:
Purchase Order No.
EXHIBIT H
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME: FAN PRESS GEARBOX REPLACEMENT
DEPARTMENT: W/WW
CONTRACTOR INDUSTRIAL ELECTRIC CO
AWARD AMOUNT: $14,806.91
DATE OF RECOMMENDATION: 11/05/15
BIDS OR PROPOSALS RECEIVED:
INDUSTRIAL ELECTRIC CO
MOTION INDUSTRIES
KAMAN INDUSTRIAL TECHNOLOGIES
"NO BID" or NO RESPONSE RECEIVED:
$14,806.91
$15,154.41
$18,290.04
BACKGROUND INFORMATION & BASIS FOR AWARD:
EXISTING GEAR BOXES ARE IN NEED OF REPAIR. MAINTENANCE STAFF
RECOMMENDS REPLACEMENT OF GEAR BOXES TO MAINTAIN OPERATION OF THE
FAN PRESS.
FUNDING: 53053003.72531
Prepared by: KELLY POWERS
Title: W/WW SUPERVISOR
Reviewed by:
Purchase Order No,
EXHIBIT 1
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME: 2011 Chrysler Town & Country Van
DEPARTMENT: Community Development
CONTRACTOR Sanborn Chevrolet Inc.
AWARD AMOUNT: $19,848.65
DATE OF RECOMMENDATION: 11/23/15
BIDS OR PROPOSALS RECEIVED:
Abel Chevrotel Pontiac Buick - 70,491 miles 15,998
Stockton Dodge Chrysler Jeep - 2012 - 59,387 miles 17,999
Elk Grove Ford - 2012 - 48,489 miles 18,988
***NOTE: All bids above are from Autotrader comps and
do not refect the additional fees and licencing
"NO BID" or NO RESPONSE RECEIVED:
NA
BACKGROUND INFORMATION & BASIS FOR AWARD:
The LodiGRIP Program is in need of a vehicle to transport several passengers at once and a
van makes to most since.
FUNDING: 40699100.77040
Prepared by: Kari Chadwick
Title: AdminrSecretary
Reviewed b
Purchase Order No. 20160279