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Home My WebLink About9 Annual Procurements and Contractsenda Item # CONSENT To: Board of Directors From: Regina Wise Date: December 09, 2015 Subject: Consideration of Routine Annual Procurements and Contracts 1. WHY THIS MATTER IS BEFORE THE BOARD The District Code requires Board approval for all purchases over $15,000. 2. HISTORY Since 2009, staff has presented annual purchase orders to the Board for approval before each fiscal year. Materials, supplies, and services procured under this action are routine and recurring in nature. 3. NEW INFORMATION The following general categories of procurements are greater than $15,000 and require Board approval: 1) Sole Source Procurements: Attachment 1 is a list of vendors that provide unique products and services to the District totaling $1,444,500. This procurement list includes utilities, specialized software, and unique services. 2) Competitively Bid Procurements - Other Government Agency: Attachment 2 lists the vendors which were competitively bid by another government agency. The District is usually eligible to take advantage of discounted pricing. These procurements total $170,000. This procurement list includes our wide spread communications provider Verizon in addition to specialized hardware and computer products to be purchased from Anixer and CDW. 3) Competitively Bid Procurements - Multi -Year Contracts & Contract Extensions: Attachment 2 also includes a list of contracts previously bid by the District that either cover multiple years or have provisions for contract extensions. These procurements total $695,575. This procurement includes janitorial services, fuel, tree trimming, conservation programs contracts and services, insurance, welding and electrician services. 4) Competitively Bid Procurements: Attachment 3 is a list of vendors who provide products and services to the District which were competitively bid by the District. The total procurement of $957,100 is broken out into two categories, contracts awarded to the lowest responsive bids for $822,100, and contracts awarded to the most qualified candidates for $135,000. These competitively bid procurement lists include power poles, power transformers, water treatment supplies, aggregate materials and asphalt, paving, materials for the residential water meter program, lighting for conservation programs, conservation energy surveys, employee training, and traffic control services. 4. FISCAL IMPACT Funding for these procurements are included in the FY16 operating budget. 5. RECOMMENDATION A) Authorize the routine annual procurements totaling $3,267,175 from the vendors listed in Attachments 1 through 3. B) Authorize the General Manager to execute the required documents necessary to procure the products and services listed in Attachments 1 through 3. Jeremy Popov Administrative Services Manager Michael D. Holley General Manager ATTACHMENT TRUCKEE DONNER PUBLIC UTILITY DISTRICT Annual procurements greater than $15,000 FYI Sole Source Procurements Annual Vendor Products and Services Value Alpha Omega Wireless, Inc. AT&T - CaINET II Program CDS Global Cisco Network Equipment (via NetXperts, AMS, SHI & WWT) Cisco Smartnet (via WWT & NetXperts) Cooper Power Systems Cooperative Response Center ESRI First Data Merchant Services Graybar Inertia Engineering Liberty Utilities Logi Analytics, Inc. Microsoft (via Dell) National Information Systems Cooperative Okonite Orbit Schneider Electric (E&M, Wonderware & Modicon) Schneider Electric (Telvent) Silver State International Southwest Gas Survalent Tahoe Forest Hospital Tahoe Truckee Sierra Disposal TTCTV US Bank VMWare IT and GIS: Miscellaneous Projects Utilities: Telephone and Internet Customer Service: Remittance Processing IT and GIS: New & Replacement Switches and other network hardware IT and GIS: Hardware and Software Support Electric: Reclosers and Controls Customer Service: After-hours Answering Service IT and GIS: Software and Support Administrative Services: Visa and Mastercard Processing Fees Water: SCADA Hardware & Unity Software and Support Electric: Distribution Switches Utilities: Power IT and GIS: Computer Software, Maintenance & Support IT and GIS: Software and Support Customer Service and Accounting: Software, Support, and Billing Electric: Underground Cable Conservation: Conservation Rebate Software Water: SCADA Software and Support IT and GIS: Software and Support Electric and Water: Truck Repair Utilities: Natural Gas Electric: SCADA Software and Support 0 45,000 30, 000 20,000 150,000 40, 000 165,000 35,000 30,000 30, 000 30, 000 35,000 20,000 20, 000 25,000 260,000 250,000 17, 000 37,500 25,000 25,000 25,000 15,000 Human Resources: Employee Training and Screening 30,000 Utilities: Trash Disposal 25,000 Board: TV Coverage & Streaming of meetings 157000 Finance and Accounting: Bank Fees 257000 IT and GIS: Software and Support 20,000 Total $ 194449500 ATTACHMENT 2 TRUCKEE DONNER PUBLIC UTILITY DISTRICT Annual procurements greater than $15,000 FY15 Other Government Agency Competitively Bid Procurements Vendor Products and Services Anixer, Inc. IT and GIS: Hardware expenses CDW Government Inc. Electric and Water: Mobile computers Verizon Electric and Water: Mobile telecommunications service Total Multi -Year Competitively Bid Procurements -Extend for One Year Vendor Complete Cleaning Services (Debbie Madera) Flyers Holm Electric InterWest Insurance Services, Inc. Poulin Steel Fabrication Tri Sage Consulting Western Nevada Supply Wright Tree Service * Includes a 10% change order allowance. Products and Services Facility: Janitorial Electric and Water: Fuel & Diesel Electrician Services HR and Risk Management: Insurance Brokerage Services Electric and Water: Welding Services Water: Construction Inspection Services Conservation: Toilet Exchange Electric: Line Clearance and Tree Trimming Total Annual Value $ 60,000 60,000 50,000 $ 170,000 Annual Value $ 63,000 1657000 30,000 44,000 25,000 30,000 63,575 275,000 $ 695,575 ATTACHMENT 3 TRUCKLE DONNER PUBLIC UTILITY DISTRICT Annual procurements greater than $15,000 FY15 Competitively Bid Procurements - Award to Lowest Responsive Bid Vendor Anixter Power Solutions CG Power Systems Grainger McFarland Cascade Sierra Chemical Teichert Wedco, Inc. West Coast Paving, Inc. Products and Services Electric: Single Phase Pole &Pad Mounted Transformers Electric: Three Phase Pad Mounted Transformers Conservation: Lighting - LED Al Lamps Electric: Wood Poles Water: Sodium Hypochlorite Water: Aggregate Materials and Asphalt Conservation: Lighting - CFL Big 6 Water: Paving Total Competitively Bid Professional Services -Award to the Most Qualified Candidate Vendor ESCI Road Safe Construction Sierra Energy Pros Products and Services Human Resources: Employee Training Electric: Traffic Control Services Conservation: Energy Surveys Total Annual Value $ 178,000 175,000 122000 110,000 15,000 100,000 32,100 200,000 $ 822,100 Annual Value 53000 80, 000 $ 30,000 $ 1353000 Grand Total $ 3,267,175