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Home My WebLink About#8 Purchase Orders Agenda Item # 8 TRUCKEE DONNER Public Utility District ACTION To: Board of Directors From: Mary Chapman Date: December 16, 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. Last year, staff began bringing the annual purchase orders to the Board at the beginning of the year. 3. NEW INFORMATION The following procurements are greater than $15,000 and need Board approval: 1) Sole Source: Attachment 1 is a list of vendors that provide unique services to the District totaling $576,621. 2) Competitively bid services - State of California: 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 $80,500. 3) Competitively bid services - Multi-Year Contracts & Contract Extensions: Attachment 3 is a list of contracts previously bid by the District that either cover multiple years or have provisions for contract extensions. These services total $145,500. 4) Competitively bid services: Attachment 4 is a list of vendors who provide materials or services to the District which were competitively bid by the District. These services total $302,297.50. 4. FISCAL IMPACT Funding for these procurements are included in the FY10 operating budget. 5. RECOMMENDATION Staff recommends the Board authorize: A) Authorize the issuance of annual purchase orders to the sole source vendors listed on Attachment 1 totaling $576,621. B) Authorize the issuance of annual purchase orders to the State of California competitively bid vendors listed on Attachment 2 totaling $80,500. C) Authorize the issuance of annual purchase order to extend the contracts of the vendors listed on Attachment 3 totaling $145,500. D) Award the following bids: 1) Aggregate Materials & Asphalt Purchase for FY10 to Teichert Aggregates in the amount of $52,297.50; 2) Electric Line Clearance & Tree Trimming for FY10 to Loggers Unlimited Inc. for a not to exceed price of $250,000; 3) Authorize the issuance of annual purchase orders to the above vendors also listed on Attachment 4 totaling $302,297.50. Mary Cha an Michael D. Holley Administrative Services Manager General Manager ATTACHMENT TRUCKEE DONNER PUBLIC UTILITY DISTRICT: Annual purchases greater than$15,000 Procurement Vendor Type of Service Value FYI #1 Sole Source Procurements: CDS Lockbox payment processing(previously billed by NISC) $22,000 Cooperative Response Center After hours call center services 25,000 ESRI Computer expense: Annual software maintenance and support for 26,938 GIS software;3 year contract LAFCo Mandatory dues-AB 2838 28,000 National Rural Electric Cooperative Association Annual dues-National utility organization;membership required for 17,000 medical insurance for employees and directors National Information Systems Cooperative(NISC) Billing and accounting software lease,licenses,a-bill,cash processing, 141,000 bill print&mail,training,disaster recovery,software support Billing postage-discounted rate due to volume mailing,misc postage 62,800 Nevada County Election expenses 20,000 Northern California Power Agency(NCPA) Memberships in NCPA Joint Powers Agency 75,000 Power supply management services 75,348 Sierra Pacific Power Company Utilities: Energy use at various pump stations including Rocky Ridge Ct, 35,000 Somerset Well,Coldwater Rd,The Strand&Hirschdale Tahoe Truckee Sierra Disposal Utilities: Garbage/landfill expenses-Town of Truckee selected franchise 19,000 Tahoe Truckee Community Television Channel 6 transmission of board meetings 18,000 Televant Miner&Miner Computer expense: Software licenses for electric designing and outage 17,215 management system Pitney Bowes General postage purchased from USPO,lease postage machine 16,320 Total $576,621 ATTACHMENT 2 TRUCKEE DONNER PUBLIC UTILITY DISTRICT: Annual purchases greater than$15,000 Procurement Vendor Type of Service Value FY10 #2 State of California-Competitively Bid Procurements AT&T-CaINET II program * Phone service, Internet service, Electric SCADA communications, $31,500 Water telemetry/SCADA phone lines Verizon * Communications: cell phone service; also includes cell phone 49,000 service for the water meter reading system Total $80,500 Competitivelty bid by the State of California ATTACHMENT TRUCKEE DONNER PUBLIC UTILITY DISTRICT: Annual purchases greater than $15,000 Procurement Vendor Type of Service Value FY10 #3 Competitively Bid -Multi Year Contracts & Contract Extensions Black Diamond Computers Network administration &computer support; provision for $85,000 contract extension Virchow Krause Annual audit services- 3rd year of 3 year contract 60,500 Total $145,500 ATTACHMENT 4 TRUCKEE DONNER PUBLIC UTILITY DISTRICT: Annual purchases greater than $16,000 Bid Amount Vendor Type of Service FYI #4 Competitively Bid Procurements 1. Aggregate Materials & Asphalt Purchase 2010 Bids sent out: 11/23/09 to 3 potential bidders Ad in Sierra Sun Newspaper: 11/25/09 Bid Opening Report: December 9, 2009 2:OOpm Bids Received: 1 bid from Teichert Aggregates Amount of Bid: $52,297.50 See attached bid schedule - Attachment 4-1 $52,297.50 2. Electric Line Clearance & Tree Trimming 2010 Bids sent out: 11/24/09 to 14 potential bidders Ad in Sierra Sun Newspaper: 11/27/09 Bid Opening Report: December 9, 2009 3:OOpm Bids Received: 1 bid from Loggers Unlimited Inc. Amount of Bid: $51.00 —tree trim unit price See attached bid schedule-Attachment 4-2 $250,000.00 Total $302,297.60 ATTACHMENT 4-1 BID SCHEDULE UNIT COST-Tax not included 2010 Aggregate Materials and Asphalt Purchase QUANTITY Unit Cost TOTAL UNITS DESCRIPTION Tax Not Included 120 Tons 1 1/2 " Drain Rock la. �O 2000 Tons 3/4 " AB-2 150 Tons Bedding Sand /t f.2,�' 2-1�7• 200 Tons 1/2 " AC P.G. 64-16 70 Tons 3/8 " Cold Mix AC ��® 4;;2 TOTALGZ ' DELIVERY/PICK UP SCHEDULES If materials are located outside the Town of Truckee city limits, materials must be delivered within 2 days of delivery request during regular business hours. If materials are located within the Town of Truckee city limits, the hours and days of operation for pick up are J.•oo —�(:ov (hours) 67 (days). Proposal submitted by: Signature, Title and Date SQ le Name, address, and phone number of bidder - 41kc- AIJJ_e/ - -E — duo e �- awt�• 5GL/gr+'1�a o Gfg 7.f0 12 ATTACHMENT 4-2 BID SCHEDULE— Page 1 ELECTRIC LINE CLEARANCE AND TREE TRIMMING -2010 FBId Unit Subtotal ffNos.2toll btotalltem T Description QuantityUnits Price Item No.1 1 Tree Trim X EA -5-/ S 1 2 Tree Removal G 5"- 12"DBH 80 EA 6�® -7 Z o r� 3 Pole Clearing 200 EA Hazard Tree Crew fJ 4 Foreman/Su ervisor 40 HRS 5 Foreman/Supervisor 160 HRS 3 GU 6 Trimmer 160 HRS 2-3- y 7 Apprentice Trimmer 160 HRS Z-O � coo 8 Groundsman/Helper 160 HRS 3 �� 3 9 Bucket/Lift Truck 160 HRS Zov 10 Dump Truck 160 HRS Q 11 Chipper 160 HRS Z ! G 12 Pickup 160 HRS to G � Subtotals S1 Total Bid (the "Not to Exceed amount")=$250,000 Total Bid =Subtotal Item No.1 (S1) + Subtotal Item Nos. 2 to11 =$250,000 Subtotal Item No.1 (S1) = $250,000 -Subtotal Item Nos. 2 to11 Subtotal Item No.1 (S1) =$250,000- s 6 p S1 // !/ o Quantity of Trees Trimmed (X) = S1 1 Tree Trim Unit Price Quantity of Trees Trimmed (X) = S1 Quantity of Trees Trimmed (X) __ I �,5 Note: The Quantities stated in the Bid Schedule are estimates only, The District in noway guarantees that the actual quantities for Work performed will be equal to or similar to the in quantities. Date: DECficri3F.� 2i�p q Bidder: 10 BID SCHEDULE—Page 2 ELECTRIC LINE CLEARANCE AND TREE TRIMMING-2010 Overtime Prices UNIT PRICES($ per Unit) Tree Removal Rate Tree Trim 5"to 12"DBH Pole Clearin Overtime 1 73- / ,3 5- 1 ( 8 TIME and MATERIAL RATES ($ per Hour) Employee or Equipment Overtime Hazard Tree Crew ® � Z Foreman/Supervisor Foreman/Supervisor Y s Trimmer 38 Apprentice Trimmer 3 o Groundsman/Helper 3,0 Bucket/Lift Truck N/A Dump Truck N/A Chipper N/A Pickup N/A Note: The equipment overtime rate shall be equal to the regular time rate. Date: a�`�"'' E R 9, 2 0 0 9 Bidder. /-a GG471,s I�NL�.v►,TEo 11 BID SCHEDULE— Page 3 ELECTRIC LINE CLEARANCE AND TREE TRIMMING - 2010 Option Year Pricing OPTION YEAR 2 January 1 to December 31, 2011 Percentage Increase % Notes: 1. Percentage increase applies to all prices of the Base Year Bid Schedule including overtime prices. 2. Option Year increases may include a zero(0)percent value. 3. Base Year is the Date of Award through December 31, 2010. Date: D C C E M RER 9, 2009 Bidder: 4 o G f,C RS 12