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Home My WebLink About14 Purchase orders and Contracts Agenda Item # 14 Public Utility District ACTION To: Board of Directors From: Bob Mescher Date: December 15, 2010 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 Since 2009, Staff presents annual purchase orders to the Board for approval before the fiscal year begins. 3. NEW INFORMATION The following 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 $599,000. 2) Competitively bid procurements - Other Government Agency: Attachment 2 is a list of vendors who provide products and services to the District which were competitively bid by another government agency. The District is eligible to take advantage of discounted pricing. These procurements total $65,000. 3) Competitively bid procurements - 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 procurements total $186,000. 4) Competitively bid procurements: Attachment 4 is a list of vendors who provide products and services to the District which were competitively bid by the District. These procurements total $269,723. 4. FISCAL IMPACT Funding for these procurements are included in the FY11 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 $599,000. B) Authorize the issuance of annual purchase orders to the State of California competitively bid vendors listed on Attachment 2 totaling $65,000. C) Authorize the issuance of annual purchase order to extend the contracts of the vendors listed on Attachment 3 totaling $186,000. D) Award the following bids to the lowest responsive bidders listed on Attachment 4 and authorize issuance of annual purchase orders totaling $269,723. Mary Cha an Michael D. Holley Administrative Services Manager General Manager ATTACHMENT 1 TRUCKEE DONNER PUBLIC UTILITY DISTRICT Annual procurements greater than $15,000 FYI Sole Source Procurements Annual Vendor Products and Services Value CDS Lockbox payment processing (previously billed by NISC) $ 16,000 Cooperative Response Center After hours call center services 28,000 ESRI Annual software maintenance & support for GIS software; 3 year contract 27,000 LAFCo Mandatory dues -AB 2838 30,000 National Rural Electric Cooperative Association Annual dues; required for medical insurance for employees and directors 17,000 National Information Systems Cooperative (NISC) Software for Administrative Services; maintenance & support; billing services 156,000 National Information Systems Cooperative (NISC) Billing postage - discounted rate due to volume mailing, misc postage 69,000 Northern California Power Agency (NCPA) Memberships in NCPA Joint Powers Agency 79,000 Northern California Power Agency (NCPA) Power supply management services 75,000 Sierra Pacific Power Company Utilities: Energy use at various pump stations 38,000 Tahoe Truckee Sierra Disposal Utilities: Garbage/landfill 20,000 Southwest Gas Utilities: Natural Gas 27,000 Telvant Miner& Miner Software licenses for electric designing and outage management system 17,000 Total $ 599,000 ATTACHMENT 2 TRUCKEE DONNER PUBLIC UTILITY DISTRICT Annual procurements greater than $15,000 FYI Other Government Agency Competitively Bid Procurements � Annual Vendor Products and Services Value AT&T- CaINET II Program All telecommunications except mobile service $ 30,000 Verizon Mobile telecommunications service, including water meter data collectors 351000 Total $ 65,000 ATTACHMENT 3 TRUCKEE DONNER PUBLIC UTILITY DISTRICT Annual procurements greater than $15,000 FYI Multi-Year Competitively Bid Procurements Annual Vendor Products and Services Value Black Diamond Computers Network administration & computer support (last year of renewal) $ 86,000 Western Energetix Vehicle Fuel (through May 2012; last year of renewal) 100,000 Total $ 186,000 ATTACHMENT 4 TRUCKEE DONNER PUBLIC UTILITY DISTRICT Annual procurements greater than $15,000 FYI Competitively Bid Procurements -Award to Lowest Responsive Bid Annual Vendor Products and Services Type of Bid Value Sierra Chemical Water Treatment Supplies- Sodium Hypochlorite Line Item $ 17,392 Adedge Technologies Water Treatment Supplies -Arsenic Removal Media Line Item 96,391 Teichert Aggregate Materials &Asphalt Line Item 381685 West Coast Asphalt Maintenance Paving Line Item 60,000 Carson Pump, LLC Well Pump Maintenance Line Item 23,255 NAPA Auto Parts Vehicle Parts & Supplies Market Basket 171000 Office Depot Office Supplies Market Basket 171000 Total $ 2699723 ATTACHMENT 4-A Bid Opening Report TRUCKEE R Bids were opened on Tuesday, November 16, 2010 at 2:30 p.m. For Water Treatment Supply Purchase — Sodium Hypochlorite Purchase 2011 SUPPLIER Noncollusion Bid Schedule is complete and TOTAL Affidavit totals are correct 1. Olin Chlor Alkali Products 26700 S. Banta Road Tracy, CA 95304 Yes Yes No Bid 2. HASA, Inc. 23119 Drayton Street Saugus, CA 91350 No Yes No Bid 3. Sierra Chemical Co. 2302 Larkin Circle { Sparks, NV 89431 Yes Yes $179392.00 4. District Representative Signed: Sara Owens Date: 11/16/10 ATTACHMENT 4-B Bid Opening Report TRUCKEE DONNER Bids were opened on Tuesday, November 16, 2010 at 2:00 p.m. For Water Treatment Supply Purchase —Arsenic Removal Media Purchase 2011 SUPPLIER Noncollusion Bid Schedule is complete and TOTAL Affidavit totals are correct 1. Ryan Process, Inc. 179 Niblick Rd, #236 Paso Robles, CA 93446 Yes Yes $98,700.00 2. Adedge Technologies, Inc. 5152 Belle Wood Ct. Buford, GA 30518 Yes Yes $96,391.00 3. 4. District Representative Signed: Sara Owens Date: 11/16/10 ATTACHMENT 4-C a Bid Opening Report .� Bids were opened on Wednesday, November 17, 2010 at 1:30 p.m. For 2011 Aggregate Materials &Asphalt 3 SUPPLIER Noncollusion Bid Schedule is complete and TOTAL Affidavit totals are correct 1. Teichert Aggregates P.O. Box 15002 . Sacramento, CA 95851-1002 Yes Yes $389685.00 2. 3. 4. District Representative Signed: Sara Owens Date: 11/17/10 ATTACHMENT 4-D TRUCKEE .. Bid Opening Report i 6" 6 Bids were opened on November 17, 2010 at 2:00 p.m. For Paving 2011 CONTRACTOR Noncollusion Debarment is Bid is Totals are Total Amount of Bid Affidavit Complete signed Correct 1. Blount Excavation & Const. Yes No Yes Yes $7.41/sq. ft. 2. Heavy Equipment Yes Yes Yes Yes $11.25/sq. ft. 3. West Coast Asphalt Maintenance Yes Yes Yes Yes $8.50/sq. ft. 4. Advanced Asphalt Yes Yes Yes Yes $14.30/sq. ft. 5. 6. 7. 8. 9. District Representative Signed: Sara Owens Date: 11/17/10 i z ATTACHMENT 4-E Bid Opening Report TRUCKEE DONNER Bids were opened on November 17, 2010 at 2:30 p.m. For Well Pump Maintenance Program 2011 CONTRACTOR Bid Noncollusion Bid is Debarment is Total Amount of Bid Bond Affidavit signed Complete 1, Yes Carson Pump, LLC Check Yes Yes Yes $23,255.00 2. Layne Christensen Yes Yes Yes Yes $47,843.00 3 4. 5. 6. I District Representative Signed: Sara Owens Date: 11/17/10 i ATTACHMENT 4-F TRUCKEE . .► Bid Opening Report NNER Bids were opened on Tuesday, November 23, 2010 at 2:30 p.m. For Auto & Truck Parts and Accessories Purchase 2011 z SUPPLIER Noncollusion Bid Schedule is complete and TOTAL Affidavit totals are correct 1. NC Auto Parts 11486 Donner Pass Road Truckee, CA 96161 No Yes $ 842.63 2. Napa Auto Parts 11065 Donner Pass Road Truckee, CA 96161 Yes Yes $ 738.39 s 3. 4. District Representative Signed: Sara Owens Date: 11/23/10 ATTACHMENT 4-G Bid Opening Report TRUCKEE DONNE Bids were opened on Monday, December 6, 2010 at 2:00 p.m. i For Office Supply Purchase SUPPLIER Noncollusion Bid Schedule is complete and TOTAL Affidavit totals are correct F 1. Quill 100 Schelter Road Lincolnshire, IL 60069-3621 Yes No * $407.61/ $6,702.97 2. The Office Boss Truckee, CA 96161 Yes Yes $503.88/ $7,949.45 3. Office Depot Alex Fuller Yes Yes $441.08/ $7,120.71 4. District Representative Signed: Sara Owens Date: 12/6/10 `Bidder was non-responsive due to a substitution of a brand name product that the bid specifically requested.