HomeMy WebLinkAbout8 Annual Purchase orders Agenda Item # 8
TRUCKEE , ,
Public Utility D`i-,;trtc'L
CONSENT
To: Board of Directors
From: Mary Chapman
Date: March 04, 2009
Subject: Consideration of Annual Purchase Orders and Contracts
1. WHY THIS MATTER IS BEFORE THE BOARD
The District Code requires Board approval for all purchases over $15,000.
2. HISTORY
Historically, annual purchase orders have been issued during the year. Staff is
working toward issuing purchase orders at the beginning of the year.
3. NEW INFORMATION
Staff has identified three qualifying vendors that fall into three procurement methods:
• Sole Source - Attachment I is a list of vendors that provide unique services to the
District totaling $581,575.
• Competitively bid services - Attachment 2 is a list of vendors who provide services
to the District which were competitively bid by the State of California as part of the
CMAS Program; as a result, local governments are eligible to take advantage of
State discounted pricing. These services total $69,500.
• Consulting Services - Attachment 3 Staff followed Title 3.08.060 Process and
Procedure for Retention of Consulting Services which included issuing a request
for proposal for network administration and computer support services and is
recommending that a contract be entered into with Black Diamond Computers in
the amount of $76,500 for these services. Vendors were ranked 60% on
experience, 30% on availability and 10% on cost.
4. FISCAL IMPACT
Funding for these procurements are included in the FY09 operating budget.
5. RECOMMENDATION
Recommend that the Board take the following action:
A) Authorize the issuance of annual purchase orders to the sole source
vendors listed on Attachment 1 totaling $581,575;
B) Authorize the issuance of annual purchase orders to the competitively bid
vendors listed on Attachment 2 totaling $69,500;
C) Award a consulting service contract recommended on Attachment 3 to Black
Diamond Computers in the amount of $76,500 for network administration and
computer support services.
Mary C m Michael D. Holley
Administrative Services Manager General Manager
ATTACHMENT 1
TRUCKEE DONNER PUBLIC UTILITY DISTRICT: Annual purchases greater than$15,000
2009
Vendor Type of Service Budget
#1 Sole Source Procurements:
Cooperative Response Center
After hours call center services $25,000
ESRI Computer expense: Annual software maintenance and support for 25,000
GIS software
LAFCo Mandatory dues-AB 2838 35,000
National Rural Electric Cooperative Association Annual dues-National utility organization; membership required for 17,890
medical insurance participation
National Information Systems Cooperative(NISC) Billing&accounting software lease, licences, a-bill,cash
172,700
processing, bill print&mail,training,disaster recovery
Billing postage-discounted rate due to volume mailing 55,000
,000
Northern California Power Agency(NCPA) Memberships in NCPA Joint Powers Agency 90 90,000
Power supply management services
Sierra Pacific Power Company Utilities: Energy use at various pump stations including Rocky Ridge 40,000
Ct, Somerset Well, Coldwater Rd,The Strand&Hirschdale
Tahoe Truckee Sierra Disposal Utilities: Garbage/landfill expenses-Town of Truckee selected 19,000
franchise
Televant Miner&Miner Computer expense: Software licenses for electric designing and 17,215
outage management system
Pitney Bowes
General postage purchased from USPO 19,770
Total $581,575
ATTACHMENT 2
TRUCKEE DONNER PUBLIC UTILITY DISTRICT: Annual purchases greater than $15,000
#2 State of California-Competitively Bid Procurements
AT&T-CaINET II program * Phone service, internet service, Electric SCADA communications,
Water telemetry/SCADA phone lines $46,500
Verizon * Communications: cell phone service; selected due to better service
coverage in Truckee 23,000
Total $69,600
*Competitively bid by the State of California
ATTACHMENT 3
The District issued a Request for Proposal for the following item:
#3 Network Administration and Computer Support Services
This request for proposal was for Network Administration and Computer
Support services for 2009.
Request for Proposal Information/Results:
Date of Advertisement: 1/9/09 in Sierra Sun & District
website on 1/5/09
Number of responses received: 5 responses received
RFP opening date: January 19, 2009 2:00 pm
Interviews held with top three candidates: February 26, 2009
Recommended vendor: Black Diamond Computers
Estimated
Vendor Name Rankina Cost
Black Diamond Computers 1 $ 76,500
Advanced Networks & Telecom 2 $ 85,000
Granite Information Technology 3 $ 80,750