SUBJECT:     REPORT ON OPEN PURCHASE ORDERS FOR SUPPLIES, MATERIALS, EQUIPMENT AND SERVICES FOR FY 2001-2002 #35

   

   

RECOMMENDATION

   

Approval of award of open purchase orders for supplies, materials, equipment and services for FY 2001-2002 #35, and authorization for the Director of General Services to execute the purchase orders.

   

   

BACKGROUND

   

This standard memorandum is provided as a cover sheet to an attached list of requests received by the General Services Department/Purchasing Division for open purchase orders.  This list indicates the most current requests submitted by various City departments for the establishment of open purchase orders or an increase in the amount of an existing open purchase order for supplies, materials, equipment and services for Fiscal Year 2001-2002.  Open purchase orders are used when the amount, or nature of the items or services, cannot be predicted before they are needed or when it is necessary that the place from which the items or services are purchased is strategically located.

   

Pursuant to Sections 4.12.135, 4.12.146 and 4.13.040 of the Municipal Code, competitive quotes or proposals are obtained whenever practicable on all items or services with a payment amount exceeding Five Thousand Dollars ($5,000).  Unless otherwise noted, competitive quotes were used to establish all open purchase orders on the attached list.  Formal bidding is not required to establish open purchase orders regardless of the total dollar amount; however, General Services/Purchasing does bid some items when feasible.  Formal bids are noted on the attachment when applicable.

   

   

The attachment may also include open purchase orders for contracts subject to the Living Wage Policy adopted by the Council on November 17, 1998.  The policy pertains to contracts exceeding $20,000 and for designated service categories.  The Policy also requires a review of the employee work environment (Third Tier Review).  The attachment will indicate each purchase that is subject to the Living Wage and any additional information used by staff in making the recommendation.

   

   

ANALYSIS

   

All open purchase orders, which are expected to have an accumulative total of purchases exceeding $100,000 during the fiscal year, are presented for Council approval.  A list of the new or increased open purchase orders is attached.  The attached list includes brief explanatory comments on the items and services.

   

   

COORDINATION

   

Each purchase order request on the attached list has been coordinated with the City Attorney’s Office, Budget Office and the requesting City department.

   

   

PUBLIC OUTREACH

   

All purchase order requests, which require solicitation of quotations or bids, are advertised on the City’s Internet site.

   

   

   

JOSE OBREGON

Director, General Services Department

   

   

   

ITEMS/SERVICES

DEPARTMENT

   

RECOMMENDED VENDOR/

LOCATION

   

REQUESTED

AWARD

   

PRIOR

BALANCE

   

SOURCE OF FUNDING

AND BUDGET PAGE

   

   

Reprographic services for

the Department of General Services

   

   

   

Mahoney Print Services

Santa Clara, CA

   

   

$150,000

   

$120,000

   

City –Wide

Various Funds and Budgets

   

   

   

   

The additional encumbrance of $150,000 to the existing purchase order of $120,000 is required, as usage was higher than originally anticipated to meet the various departments’ needs.  The departments have stated that this action will not exceed the funding planned to be used to deliver this service.  OP#29980

   

   

Irrigation supplies for the Department of General Services

   

   

Horizon/Automatic Rain

San Jose, CA

   

   

   

$25,000

   

$100,000

   

General Fund – 001

2001-2002 Adopted Operating Budget, Page 246

   

The additional encumbrance of $25,000 to the existing purchase order of $100,000 is required, as usage was higher than originally anticipated. The department has stated that this action will not exceed the funding planned to be used to deliver this service.  OP#29248

   

   

Glass and glazing services

For the Department of General Services

   

   

New England Glass

San Jose, CA

   

   

$30,000

   

$90,000

   

General Fund – 001

2001-2002 Adopted Operating Budget, Page 246

   

   

The additional encumbrance of $30,000 to the existing purchase order of $90,000 is required, as usage was higher than originally anticipated. This vendor is providing a broader range of inventory for the irrigation supplies utilized.  The department has stated that this action will not exceed the funding planned to be used to deliver this service.  OP#28792

   

   

   

Video, DVDs, and discs for the Library Department

   

Baker and Taylor Entertainment

Aurora, CO

   

$35,000

   

$100,000

   

Acquisition of Materials

Library Benefit Assessment

Fund  - 412

Construction and Conveyance Tax

Fund – 393

2001-2002 Adopted Capital Budget, Page 191

   

   

The additional encumbrance of $35,000 to the existing purchase order of $100,000 is required, as usage was higher than originally anticipated to meet libraries needs. The department has stated that this action will not exceed the funding planned to be used to deliver this service.  OP#30196

   

   

Landscape maintenance for the Department of Transportation

   

   

Flora Terra Landscape Mgmt.

San Jose, CA

   

$50,000

   

$120,000

   

Construction Excise Tax Fund – 465

2001-2002 Adopted Capital Budget Page, 826

   

   

The additional encumbrance of $50,000 to the existing purchase order of $120,000 is required, as usage was higher than originally anticipated to meet maintenance of Guadalupe corridor light rail landscaping.  The department has stated that this action will not exceed the funding planned to be used to deliver this service.  OP#30034

   

   

Pavement reinforcing fabric

services for the Department of Transportation

   

Spirit Road Oils Inc.,

San Jose, CA

   

   

$119,180

   

   

General Fund – 001

2001-2002 Adopted Operating Budget Page, 550

   

Establish an open purchase order for the period beginning May 29, 2002 through March 31, 2003 to provide labor, material and equipment necessary to install reinforcing fabric for the pavement maintenance program.  This contract is subject to the Living Wage Policy, with prevailing wage higher.  Therefore, prevailing wage will be paid. OEA#5304

   

Rental services for the Department of Transportation

   

   

ABSL Construction

Hayward, CA

   

   

$200,000

   

   

   

General Fund – 001

2001-2002 Adopted Operating Budget, Page 550

   

Establish an open purchase order for the period beginning May 29, 2002 through March 31, 2003 for rental of asphalt grinder equipment and hiring operator for street maintenance and repair.  This contract is subject to the Living Wage Policy, with prevailing wage higher.  Therefore, prevailing wage will be paid.  OEA#5392

   

   

Rental services for the Department of

Transportation

   

   

O’Grady Paving, Inc.

Mt. View, CA

   

   

$123,000

   

   

   

General Fund – 001

2001-2002 Adopted Operating Budget, Page 550

   

   

Establish an open purchase order for the period beginning May 29, 2002 through March 31, 2003 for rental of self propelled asphalt-paving machine and hiring operator for street maintenance and repair.  This contract is subject to the Living Wage Policy, with prevailing wage higher.  Therefore, prevailing wage will be paid.  OEA#5394

   

   

Fencing services for the Department of General Services

   

   

Steel Fence Systems

San Jose, CA

   

   

$20,000

   

$100,000

   

City –Wide

Various Funds and Budgets

   

   

The additional encumbrance of $20,000 to the existing purchase order of $100,000 is required, as usage was higher than originally anticipated to meet various departments’ needs.  The departments have stated that this action will not exceed the funding planned to be used to deliver this service.  OP#28903

   

   

Security guard services for the Police Department

   

   

   

Industrial Protection Service

San Jose, CA

   

   

$14,000

   

$168,500

   

   

General Fund – 001

2001-2002 Adopted Operating Budget, Page 456

   

   

The additional encumbrance of $14,000 to the existing purchase order of $168,500 is required, as usage was higher than originally anticipated for the airport security at Terminal C.  The department has stated that this action will not exceed the funding planned to be used to deliver this service.  OP#28830

   

   

Vehicle parts for the

Department of General Services

   

   

   

B& A Friction Materials

San Jose, CA

   

   

$66,000

   

$119,500

   

Vehicle Maintenance and operation Fund – 552

2001-2002 Adopted Operating Budget, Page 246

   

   

The additional encumbrance of $66,000 to the existing purchase order of $119,500 is required, as usage was higher than originally anticipated for parts. This increase is necessary to cover remaining expenditures for the remainder of the fiscal year.  The department has stated that this action will not exceed the funding planned to be used to deliver this service.  OP#28836

   

   

Fire apparatus and repairs for the Department of General Services

   

   

   

Hi-Tech Emergency Vehicle

Oakdale, CA

   

   

$182,000

   

$189,600

   

Vehicle Maintenance and operation Fund – 552

2001-2002 Adopted Operating Budget, Page 246

   

   

   

The additional encumbrance of $182,500 to the existing purchase order of $189,600 is required, as usage was higher than originally anticipated for fire vehicle apparatus and repairs. This increase is necessary to cover remaining expenditures for the remainder of the fiscal year.  The department has stated that this action will not exceed the funding planned to be used to deliver this service.  OP#28850