Loading...
HomeMy WebLinkAboutAgenda Report - November 15, 2016 B-03 SMTM CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: MEETING DATE: PREPARED BY: AGENDA ITEM B3 Accept Quarterly Report of Purchases between $10,000 and $20,000 November 15, 2016 Deputy City Manager RECOMMENDED ACTION: Accept Quarterly Report of Purchases between $10,000 and $20,000. BACKGROUND INFORMATION: During the third calendar quarter of 2016, the following purchases were awarded. Background information for each purchase is attached as Exhibits A through Q. Exh. Date Contractor A 07/12/2016 Sauber Mfg. Co. B 07/12/2016 Anixter C 07/14/2016 ABB c/o Pacific Utilities D 07/28/2016 General Pacific E 07/29/2016 Pump Repair Service F 08/03/2016 HLP, Inc. G 08/11/2016 Oldcastle Precast H 08/11/2016 DC Frost/Parkson I 08/11/2016 Top Dog K-9 Training & Consulting J 08/22/2016 Lehr K 08/26/2016 Rockwell Engineering & Equipment L 08/26/2016 Hopkins Technical Products M 08/26/2016 Oldcastle N 08/29/2016 Beecher Emission Solutions Tech O 09/14/2016 Pump Repair Service P 09/14/2016 DC Frost Q 09/14/2016 General Pacific FISCAL IMPACT: Varies by project. FUNDING AVAILABLE: Attachments Project High Rollers, replace cable in place Reynolds Ranch cable Transformers Meters Waste activated sludge pumps Chameleon software Concrete vaults Diffuser membrane for aeration basin 6 Purchase two K-9 dogs Patrol vehicle equipment installation Fan press #1 sludge pump Groundwater well chlorine analyzer Concrete vaults & lids for Cherokee Ln. Diesel exhaust removal system Digester recirculation pump UV critical parts for White Slough Meters Award Amt. $11,923.20 $12,042.00 $12,722.40 $12,439.53 $19,382.72 $19,656.00 $15,809.60 $19,594.40 $17,000.00 $11,317.77 $10,907.21 $19,544.07 $15,809.60 $19,964.47 $19,061.64 $18,885.92 $19,008.00 All purchases were budgeted in the 2016-2017 Financial Plan. Jordan Ayers Deputy City Manager APPROVED: db 4� �, ( jr tep en Ytabau r, City Manager EXHIBIT RECOMMENDATION FOR CONTRACT AWARD A PROJECT NAME: High Rollers DEPARTMENT: Electric Utility CONTRACTOR Sauber Mfg. Co. AWARD AMOUNT: $11,923.20 DATE OF RECOMMENDATION: July 12, 2016 BIDS OR PROPOSALS RECEIVED: Sauber Mfg. Co. $11,923.20 All -Phase $12,528.00 Anixter $13,549.25 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: These items are needed to replace cable in place. FUNDING: 50064100.72359 Prepared by: Thomas Dean Title: Electric Materials Technician Reviewed by: Purchase Order No. EXHIBIT RECOMMENDATION FOR CONTRACT AWARD B PROJECT NAME: Reynolds Ranch DEPARTMENT: Electric Utility CONTRACTOR Anixter AWARD AMOUNT: $12,042.00 DATE OF RECOMMENDATION: July 12, 2016 BIDS OR PROPOSALS RECEIVED: Anixter $12,042.00 General Pacific $12,798.00 Platt $19,055.36 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: This cable is needed for the Reynolds Ranch subdivision. FUNDING: 500.13496 Prepared by: Thomas Dean Title: Electric Materials Technician Reviewed by: Purchase Order No. EXHIBIT RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Transformers DEPARTMENT: Electric Utility CONTRACTOR ABB c/o Pacific Utilities AWARD AMOUNT: $12,722.40 DATE OF RECOMMENDATION: July 14, 2016 BIDS OR PROPOSALS RECEIVED: Pacific Utilities $12,722.40 Cheryond Electric $13,281.84 Howard Industries (Silicon Core) $13,666.32 Howard Industries (Amorphous Core) $15,258.24 Anixter $14,070.24 HEES $12,063.60 Central Moloney $14,839.20 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: The purchase of transformers is based on Life Cycle cost and not purchase price. Although the HEES Transformer had a lower purchase price, the Life Cycle cost was higher. FUNDING: 500.13496 Prepared by: Thomas Dean Title: Electric Materials Technician Reviewed by: Purchase Order No. EXHIBIT RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Meters DEPARTMENT: Electric Utility CONTRACTOR General Pacific AWARD AMOUNT: $12,439.53 DATE OF RECOMMENDATION: July 28, 2016 BIDS OR PROPOSALS RECEIVED: General Pacific $12,439.53 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: The EU is directed to purchase ITRON meters per Council Resolution 2010-02. General Pacific is the ITRON rep for Northern California. FUNDING: 500-13496 Prepared by: Thomas Dean Title: Electric Materials Technician Reviewed by: Purchase Order No. EXHIBIT RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Waste Activated Sludge (WAS) Pumps DEPARTMENT: PW CONTRACTOR Pump Repair Service AWARD AMOUNT: $19,382.72 DATE OF RECOMMENDATION: July 29, 2016 BIDS OR PROPOSALS RECEIVED: Pump Repair Service- $19,382.72 "NO BID" or NO RESPONSE RECEIVED: NA BACKGROUND INFORMATION & BASIS FOR AWARD: Staff recommends purchase of the 2 WAS pumps from Pump Repair Service of the "Yeoman 6150 Model 4207 Bare Pumps only to duplicate SO #265813, with type 21 double mechanical seal and dead end box. Rated for 160 gpm@33'TDH." These are replacement pumps specified by the design engineering staff for 1989 plant upgrade. No special adaptation will be necessary to install. FUNDING: 53053003. 110 -50 Prepared by: Karen D Honer Title: Wastewater Plant Superintendent Reviewed by: EXHIBIT RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Chameleon Software DEPARTMENT: Police Department - Animal Services CONTRACTOR HLP, Inc. AWARD AMOUNT: $19,656.00 DATE OF RECOMMENDATION: 08/03/2016 BIDS OR PROPOSALS RECEIVED: HLP, Inc "NO BID" or NO RESPONSE RECEIVED: N/A BACKGROUND INFORMATION & BASIS FOR AWARD: $19,656.00 Chameleon is an integrated Shelter Case Management System that assists with all activities within the facility, including vet record-keeping, shelter management, operations, licensing, etc. HLP, Inc is the Sole Source software developer. There are no comperable software applications available that provide this comprehensive automated sofrware for animal shelters and is widely used among most Animal Shelters nationwide. FUNDING: 10030001.72369 Prepared by: Paulap'K Title: Reviewed by: EXHIBIT RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Concrete Vaults DEPARTMENT: Electric Utility CONTRACTOR Oldcastle Precast AWARD AMOUNT: $15,809.60 DATE OF RECOMMENDATION: 08/11/2016 BIDS OR PROPOSALS RECEIVED: Oldcastle Precast Jensen Precast "NO BID" or NO RESPONSE RECEIVED: $15,809.60 $17,401.00 BACKGROUND INFORMATION & BASIS FOR AWARD: Oldcastle Precast was the lowest responsible bidder. Because Oldcastle and Jensen are the only two precast firms in our area it is only practical to get two bids. Because of the weight of concrete vaults it is not economical to purchase vaults which would have to travel long distances. FUNDING: 500.13496 Prepared by: Thomas Dean Title: Electric Materials Technician Reviewed by: EXHIBIT RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Diffuser membrane replacement for Aeration Basin #6 DEPARTMENT: Public Works CONTRACTOR DC Frost/Parkson AWARD AMOUNT: $19,594.40 DATE OF RECOMMENDATION: 08/11/2016 BIDS OR PROPOSALS RECEIVED: DC Frost - Distributor for Parkson - sole source $19,594.40 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: There are six aeration basins at White Slough WPCF. Each basin contains 34 or 58 floor diffusers, depending on the basin. The diffusers are needed to inject air into the wastewater to support the growth of the aerobic microorganisms that consume bacteria. Staff will be performing preventive and repair maintenance by replacing the 34 diffuser membranes in the #3 aeration basin. Monies will be allocated in the CIP budgets to change membranes for one aeration basin each year (six years). FUNDING: 53053003.72352 Special Dept Materials Prepared by: Karen D. Honer Title: Wastewater Plant Superintendent Reviewed by: Purchase Order No. EXHIBIT RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: K-9 Purchase DEPARTMENT: Police Department CONTRACTOR Top Dog K-9 Training and Consulting AWARD AMOUNT: $17,000.00 DATE OF RECOMMENDATION: 08/11/2016 BIDS OR PROPOSALS RECEIVED: Top Dog Police K9 Training & Consulting $17,000.00 "NO BID" or NO RESPONSE RECEIVED: N/A BACKGROUND INFORMATION & BASIS FOR AWARD: The City of Lodi has consistently purchased K-9 police dogs through Top Dog Police K9 Training & Consulting. Top Dog Police K9 has a great relationship with the Lodi Police Department and is aware of the needs of the City and the Department. Recently, the department began searching for a third K-9 and found Bali and Radar, a one -year-old Belgian Malinois and sixteen -month-old Dutch Shepherd, after meeting and evaluating several other K - 9s. The K-9 team would like to move forward with the purchase of Bali and Radar through Top Dog Police K9, which includes a two year health and workability warranty. FUNDING: 10032000.72346 Prepared by: Paula O'Keefe Title: Management Analyst EXHIBIT RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Patrol Vehicle Equipment Installation DEPARTMENT: Police CONTRACTOR Lehr AWARD AMOUNT: $11,317.77 DATE OF RECOMMENDATION: 08/22/2016 BIDS OR PROPOSALS RECEIVED: Lehr $11,317.77 "NO BID" or NO RESPONSE RECEIVED: N/A BACKGROUND INFORMATION & BASIS FOR AWARD: LEHR Auto is the only local vendor who has ensured all police vehicle emergency equipment is consistent with each vehicle installation. Lodi PD has used other installers in the past and found shoddy installation work, equipment purchased but not installed, etc. LEHR is thorough and allows our fleet coordinators to oversee installations to ensure all vehicles maintain the same consistency and integrity of equipment. This purchase will be a special installation of K-9 equipment in addition to the regular patrol vehicle outfitting. Vehicle 05-028. FUNDING: 40399100.77040 Prepared by: Paula O'Keefe Title: Management Analyst EXHIBIT RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Fan Press #1 Sludge Pump DEPARTMENT: PW CONTRACTOR Rockwell Engineering & Equipment Co. AWARD AMOUNT: $10,615.54($10,907.21 including freight) DATE OF RECOMMENDATION: 08/26/2016 BIDS OR PROPOSALS RECEIVED: Rockwell Engineering and Equipment Co. Surface Pumps, Inc. Lobe Pro Rotary Pumps * These quotes do not include freight. "NO BID" or NO RESPONSE RECEIVED: NA BACKGROUND INFORMATION & BASIS FOR AWARD: $10,615.54* $10,733.04* $14,410.59* The existing sludge pump no longer functions and repair of the pump is not not practical due to the cost of parts. Maintenance staff have received 3 quotes from vendors and recommend purchase of a Borger Sludge Pump from Rockwell Engineering and Equipment. FUNDING: 53053003. 72531 Prepared by: Karen D Honer Title: Wastewater Plant Superintendent Reviewed by: EXHIBIT RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Groundwater Well Chlorine Analyzer and Probe Replacement DEPARTMENT: Public Works CONTRACTOR Hopkins Technical Products AWARD AMOUNT: $19,544.07 DATE OF RECOMMENDATION: 08/26/2016 BIDS OR PROPOSALS RECEIVED: Hopkins Technical Products (Sole Source) $19,544.07 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: The City owns, operates and maintains (28) groundwater wells, (25) which are equipped with onsite chlorination. The equipment, installed in 2012, consists of a ProMinent Chlorine Analyzer and chlorine probe used to continuously measure the chlorine residual at each well. The manufacture recommends replacement of chlorine probes between 3-5 years based on water quality conditions. The Well Facilities Operation and Maintenance Manual states the City staff will maintain adequate spare parts for critical equipment and replace based on manufacture's recommendation. At this time, staff recommends the purchase of (1) analyzer unit and (11) probes to adequately maintain inventory and begin probe replacement as needed. FUNDING: 56052003.72352 Prepared by: Andrew Richie Title: Water Plant Superintendent Reviewed by: Purchase Order No. EXHIBIT RECOMMENDATION FOR CONTRACT AWARD M PROJECT NAME: Cherokee Lane DEPARTMENT: Electric Utility CONTRACTOR Oldcastle AWARD AMOUNT: $15,809.60 DATE OF RECOMMENDATION: August 26, 2016 BIDS OR PROPOSALS RECEIVED: Oldcastle $15,809.60 Jensen Precast $17,401.00 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: The award is for $15,809.60 for Oldcastle This is for vaults and lids to be used on the Cherokee Lane Project. FUNDING: 500-13496 Prepared by: Thomas Dean Title: Electric Materials Technician Reviewed by: Purchase Order No. EXHIBIT N RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: New Fire Engine No Smoke Diesel Exhaust Removal System RESO # 2016-141 DEPARTMENT: Fire Department CONTRACTOR Beecher Emission Solutions Technologies, LLC AWARD AMOUNT: $19,964.47 DATE OF RECOMMENDATIOF 08/29/2016 BIDS OR PROPOSALS RECEIVED: Beecher Emission Solutions Technologies, LLC adb Ward Diesel Filter Systems is the sole manufacturer of the "NO SMOKE" diesel filtration system. Other similar products do not meet the standard that the Ward system does $19,964.47 "NO BID" or NO RESPONSE RECEIVED: Sole Manufacturer letter attached BACKGROUND INFORMATION & BASIS FOR AWARD: Request for NO SMOKE Diesel Exhaust Removal System and associated parts to outfit the two new Hi -Tech Engines. This is part of the FY2016/17 Budget. Funds in the Vehicle Replacement account for the Fire Department budget had been earmarked for the purchase of equipment to outfit the two new Hi -Tech Fire Engines. (Vehicle Replacement Fund 40499100.77040 — Diesel Exhaust System).Total cost to outfit both new engines cannot exceed $200,000 Resolution No. 2016-141 Please see attached itemized list representing the cost analysis Diesel Exhaust System to not exceed $21,000 FUNDING: Vehicle Replacement Fund 40499100.77040 — Diesel Exhaust System Prepared by: Larry Rooney Reviewed by: EXHIBIT 0 RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Digester recirculation Pump DEPARTMENT: PW CONTRACTOR Pump Repair Service AWARD AMOUNT: $19,061.64 DATE OF RECOMMENDATION: 09/14/2016 BIDS OR PROPOSALS RECEIVED: MuniQuip $19,061.64 "NO BID" or NO RESPONSE RECEIVED: NA BACKGROUND INFORMATION & BASIS FOR AWARD: Staff recommends purchase of the digester sludge recirculation pump for mixing and maintaining heat in the digester. The current pump is operating but is a couple decades old and expected to fail soon. This is part of the preventive maintenance program for pumps. The old pump will remain the shelf so it can be used for parts or stand by in the casae of an emergency. FUNDING: 53053003.77030 Prepared by: Karen D Honer Title: Wastewater Plant Superintendent Reviewed by: EXHIBIT P RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: UV Critical Parts DEPARTMENT: PW CONTRACTOR DC Frost AWARD AMOUNT: $18,885.92 DATE OF RECOMMENDATION: 09/14/2016 BIDS OR PROPOSALS RECEIVED: sole source purchase DC Frost "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: $18,885.92 This is a sole source project. The parts are needed for immediate routine maintenance. The 2016-2017 budget allocated $200,000 and that is scheduled for the September 21, 2016 council meeting. This recommendation for award is for parts needed for immediate maintenance such and lamps and wipers. This is a sole source project. We will begin discharging to the Slough before November, and are behind on having the UV up to its top performance. The request for a PO was started so that we could get going on repairs while we wait for a pending PSA. As it takes some time to get parts delivered and then do said repairs FUNDING: 53053003.72352 Prepared by: Karen D. Honer Title: Wastewater Plant Superintendent Reviewed by: Purchase Order No. EXHIBIT RECOMMENDATION FOR CONTRACT AWARD PROJECT NAME: Meters DEPARTMENT: Electric Utility CONTRACTOR General Pacific AWARD AMOUNT: $19,008.00 DATE OF RECOMMENDATION: September 14, 2016 BIDS OR PROPOSALS RECEIVED: General Pacific $19,008.00 "NO BID" or NO RESPONSE RECEIVED: BACKGROUND INFORMATION & BASIS FOR AWARD: The award is for $19,008.00 for General Pacific ITRON is the only meter used on the Lodi meter network so we must use ITRON meters only. General Pacific is the Northern California Representative for ITRON. FUNDING: 500-13496 Prepared by: Thomas Dean Title: Electric Materials Technician Reviewed by: Purchase Order No.