HomeMy WebLinkAbout11 Purchase orders and contracts Agenda Item # I I
Public Utility District
CONSENT
To: Board of Directors
From: Mary Chapman
Date: January 20, 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
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 $22,000;
2) Competitively bid services: Attachment 2 is a list of vendors who provide
materials or services to the District which were competitively bid by the District.
These services total $49,633.24.
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 vendor
listed on Attachment 1 totaling $22,000.
B) Award the following bids:
1) Water Treatment Supply Purchase for FY10 to Sierra Chemical in the
amount of $20,243.74;
2) Safety Training for FY10 to Evergreen Job & Safety Training for a not to
exceed price of$29,389.50;
3) Authorize the issuance of annual purchase orders to the above vendors
also listed on Attachment 2 totaling $49,633.24.
/41
Mary Chaff n j Michael D. Holley
Administrative Services Manager General Manager
ATTACHMENT 1
TRUCKEE DONNER PUBLIC UTILITY DISTRICT: Annual purchases greater than $15,000
Procurement
Vendor Type of Service Value FY10
#1 Sole Source Procurements:
CDS Lockbox payment processing (previously billed by NISC) $22,000
Total $22,000
ATTACHMENT 2
TRUCKEE DONNER PUBLIC UTILITY DISTRICT: Annual purchases greater than $15,000
Bid/Proposal Amount
Vendor Type of Service FYI
#2 Competitively Bid Procurements
1. Water Treatment Supply Purchase 2010
Bids sent out: 12/11/09
Ad in Sierra Sun Newspaper: 12/16/09
Bid Opening Report: January 13, 2010 2:30pm
Bids Received: 2
Amount of Bid: $18,403.40
Change Order Allowance of 10% ($1,840.34) $20,243.74
Attachment 2-1 Sierra Chemical's Bid Schedule
2. Safety Training Service 2010
Bids sent out: 12/29/09
Ad in Sierra Sun Newspaper: 12/30/09
Bid Opening Report: January 12, 2010 2:OOpm
Proposals Received: 2
Amount of Proposal: $27,990.00
Change Order Allowance of 5% ($1,399.50) $29,389.50
Optional 2nd year and 3rd year with 4% increase
Attachment 2-2 Evergreen Job & Safety Training's Proposal
Total $499633.24
[ATTACHMENT 2-1
BID SCHEDULE
UNIT COST(FOB TRUCKEE)-Tax not included
2010 Water Treatment Supplies Purchase
QUANTITY Unit Cost TOTAL
UNITS DESCRIPTION (FOB Truckee)
Tax Not Included
120 Gallon Drums - 12.5 % Sodium $2.19/gal $132 928.40
Drums Hypochlorite
2,500 Bulk (totes) - 12.5 % Sodium Hypochlorite
Gallons $1 . 79/gal $ 42475.00
TOTAL $18,403.40
DELIVERY DATE
If the bid is awarded to me, I will deliver to Truckee the water treatment supplies as needed
throughout the 2010 calendar year.
Proposal submitted by:
Sign ture, Title and Date
Jl&� /6- IL Im h
Name, address, and phone number of bidder
Sierra Chemical Co. 800-777-8965/775-358-0888
2302 Larkin Circle
Sparks, NV 89431
12
EVERGREEN JOB & SAFETY TRAINING
Douglas J.Lindstrom—President ATTACHMENT 2-2
309 Knoch Avenue, Susanville,California 96130
Office Phone: (530)257-7812 Office Fax: (530)257-8266 Cell Phone: (530)251-7743
January 5, 2010
Steve Trevino
Truckee Donner PUD
P.O. Box 309
Truckee, CA 96160
Re: Request for Proposal
Dear Mr. Trevino:
We appreciate the opportunity to present you with this proposal. As an introduction, I would
like to give you a little background. I have been providing Job and Safety Training services as
Evergreen Job & Safety Training since January, 2000. Prior to that, I retired from over 25 years as a
lineman/foreman to work for Ruralite Services from November, 1996 to December, 1999. I am
currently working with 15 utilities/municipalities in California and Oregon. It is this experience, in
addition to the reputation that I have developed with my other clients, that ensures me that I can give
you a quality product for your investment.
Evergreen Job & Safety training is committed to providing the best possible service at a
reasonable price. We provide an on-site safety training program that meets NEC,APPA, Federal and
State OSHA training requirements. We have an extensive Video Library and many programs to offer.
We also offer: Accident Investigation,NRECA Accreditation Observation, Pole Climbing Training,
and a Safety Program for Office Personnel.
Evergreen Job & Safety Training uses the Medic First Aid training program to teach CPR/First
Aid, Bloodborne Pathogens and Automated External Defibrillation. We are also certified as a Train-
the-Trainer for Medic First Aid. Other certifications we hold are: Certified Occupational Hearing
Conservationist(CAOHC),Accredited Observer Certification, 1910.269 Train-the-Trainer
Certification, Confined Space Entry Certification, and Supervisor Safety Training Certification.
As your Job and Safety Training Instructor, I am prepared to conduct one safety meeting a
month on the premises of Truckee Donner PUD, for the Electric Department and the Water
Department as specified in the RFP Item-4 Schedule. I will work with the Supervisors to develop a
course curriculum that meets the needs of each department and law requirements. A typical meeting
consists of:
1) Accidents and near misses—I bring any relevant accidents I hear of in the industry. They
are discussed with students and we draw whatever lessons may be learned from the real-life
incidents.
2) Lecture and discussion on selected topic (usually involves, handouts, Power Point slide
shows and relevant videos)
3) Hands-on training(if required for selected topic)
4) Job Observations—I either drop-in on jobs already in progress or go out with the crew. I
record my observations looking for any hazards or violations in a non-threatening manner.
Discussion takes place and I try to make it a learning experience for all involved. The
observations are then typed and sent to the company with pictures.
5) Building and Grounds Inspections performed as needed or requested. I inspect the property
looking for violations, safety hazards, or anything concerning. My findings are typed and
sent to the company with pictures.
I will supply needed training materials and my curriculum is in compliance with California
Title-8 Cal/OSHA, Fed/OSHA, and NEC. A"Course Tracking Form"is filled out at each class. The
original is left with the company and I keep a copy on file in my office.
The cost for these services will be $2,332.50 per month for 2010. An annual 4% increase will
apply to the consecutive years should the District opt to extend the contract. The cost for training in
2011 would be $2,425.80 and the cost for 2012 would be $2,522.83. These prices include all training
materials used and all of my expenses, including: administration, record keeping, program
development, travel, lodging,meals, etc.
Attached is my "Optional Programs" list and below is a list of references. I look forward to
serving you in this capacity. Please call if you have any questions and thank you for this opportunity.
Very truly yours,
Doug Lindstrom
Owner/Operator
References:
The City of Healdsburg
Contact: Janval Macor
Office: (707) 431-3341
City of Ukiah
Contact: Collin Murphy
Office: (707) 467-2971
City of Ashland Electric
Contact: Scott Johnson
Office: (541) 552-2307
Columbia Power Cooperative
Contact: Randy Sweek
Office: (541) 934-2311
Direct: (541) 934-2743
Midstate Electric
Contact: Ron Cass
Office: (541) 536-7239
EVERGREEN JOB & SAFETY TRAINING
Douglas J. Lindstrom-President
309 Knoch Avenue-Susanville,California 96130
Office: (530)257-7812 Fax:(530)257-8266 Cell: (530)251-7743 Home:(530)257-5657
OPTIONAL PROGRAMS
GENERAL SAFETY TECHNICAL TRAINING
1. Electric Power Generation,Transmission 1. Fault Current
&Distribution 1910.269 (23 subjects). 2. Voltage Regulators & Controls
2. Personal Protective Equipment (PPE) 3. Rigging
3. Electrical Burns 4. Systems Protection
4. Workplace Violence 5. Meter Setting&Installation
5. Attitude & Safety Motivation 6. Meter Safety
6. First Aid/CPR Care Plus-Adult/Child/Infant 7. Capacitors/Application& Installation
7. First Aid/CPR-Adult 8. Underground/Grounding
8. Bloodborne Pathogens 9. Personal Grounds Testing
9. Ergonomics 10. Emergency Response Procedure (Pole Top
10. Back Safety Rescue/Bucket Truck Rescue/Vault Rescue)
11. Electrical Safety (General) 11. Substation Safety
12. Job Safety Observation 12. Switching Procedures
13. Flagging 13. Bucket Trucks/Trouble Shooting
14. Confined Space Permit Required Training 14. Insulation& Grounding
15. Hand&Portable Power Tools 15. Live Line Tools& Maintenance
16. Mock OSHA Inspections 16. Lightning Arrestor Training
17. Loss Control 17. Excavation/Backhoe Safety
18. Safety Accreditation Assistance 18. Electrical Burns
19. Housekeeping (Trucks/Inside) 19. Boom Truck&Crane Safety
20. Rubber Gloving 20. Hot Stick&Personal Grounds Testing
21. NESC (1997 Edition) (Annual)
22. Accident Investigation 21. Transformer Connections
23. Chainsaw Safety 22. Basic Electrical Theory
24. Powered Industrial Truck
25. Hazard Recognition
26. Hazard Assessments on Site
27. Safety &Job Briefing
28. Eye Safety
29. Dog Bite Prevention
30. Tree Trimming-(non-qualified/7 subjects)
31. Tree Trimming-(qualified)
32. Fiber Optic Training
33. Stretching Program
34. Automated External Defibrillation
Training