HomeMy WebLinkAbout10 Annual Procurements and Contracts Agenda Item # 10
TRUCKEE DONNER
Public Utility District
CONSENT
To: Board of Directors
From: Robert Mescher
Date: December 07, 2011
Subject: Consideration of 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 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 $600,000. This procurement
list includes utilities, specialized software, and unique services.
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 $70,000. This
procurement list includes the District's communication and leased office
equipment.
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 $255,000. This procurement list includes the computer
support, safety training, and vehicle fuel.
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 $237,573. This procurement list includes
materials and services for the residential water meter program, routine paving,
and conservation programs.
5) Dispense with Competitive Bidding: Attachment 5 is a list of provide products
and services to the District. Staff recommends the Board dispense with the
bidding process because the District requested bids, but no bids were received
from vendors. The estimated procurements total $75,000. This procurement list
includes paving materials and water tank maintenance.
4. FISCAL IMPACT
Funding for these procurements are included in the FY12 operating budget.
5. RECOMMENDATION
A) Authorize the procurements totaling $1,237,573 from the vendors listed in
Attachments 1 through 5.
B) Authorize the General Manager to execute the required documents necessary to
procure the products and services listed in Attachments 1 through 5.
Robert Mescher Mic
hael D. Holley
Administrative Services Manager General Mana er
g
ATTACHMENT 1
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
Annual procurements greater than $15,000
FY12
Sole Source Procurements
Annual
Vendor Products and Services Value
AT&T-CaINET 11 Program Utilities: Telephone and Internet
CDS Global $ 300 00
Customer Service: Remittance Processing 20,000
Cooper Power Systems Electric: Reclosers and Controls 65,
000
Cooperative Response Center Customer Service: After-hours Answering Service 35
ESRI ,000
GIS & SCADA: Software and Support 30 000
National Information Systems Cooperative Customer Service and Accounting: Software, Sup
port, and Billing Service 220,000
Okonite Electric: Underground Cable 85
,000
Southwest Gas Utilities: Natural Gas 30,000
Tahoe Forest Hospital Human Resources: Employee Training and Screening 40,
000
Tahoe Truckee Sierra Disposal Utilities: Trash Disposal 250
000
Telvent USA GIS &SCADA: Software and Support 20,000
Total
$ 600,000
ATTACHMENT 2
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
Annual procurements greater than $15,000
FY12
Other Government Agency Competitively Bid Procurements
Vendor AnnualProducts and Services
Value
Verizon Mobile telecommunications service, includingwater meter
Xerox data collectors $ 352000
Printers, Copiers, and Scanners 35,000
Total $ 709000
ATTACHMENT 3
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
Annual procurements greater than $15,000
FY12
Multi-Year Competitively Bid Procurements
Annual
Vendor Products and Services Value
Black Diamond Computers Network administration & computer support(extend for one year) $ 95 000
Evergreen Job & Safety Training Human Resources: Employee Training (through December 2012) 30,000
Western Energetix Vehicle Fuel (through May 2012; last year of renewal) 130 000
Total $ 255,000
Barbara Cahill
From: Bob Mescher
Sent: Wednesday, December 07, 2011 3:17 PM
To: Barbara Cahill
Subject: Action Item #10, Attachment 4- Revised
Attachments: 10,Annual Procurement&Contracts Attach 4 Revised.pdf
Barbara,
Attachment 4 of the Action Item#10—Consideration of Annual Purchase Orders and Contracts was revised today.There
was a typo of the vendor listed on the first row. It was originally listed as"Western Nevada Supply". It has been
corrected to "Ferguson Waterworks".The dollar amount is unchanged.
Please advise the Board Members.
A revised Attachment 4 is included with this e-mail.
Regards,
Bob Mescher
Administrative Services Manager
MV
Truckee Donner Public Utility District
11570 Donner Pass Road
Truckee,CA 96161
0 Email: robertmescher(W-ftud orn
Q Phone:530-582-3946
Q Mobile:530-448-6477
V Fax: 530-582-3353
This electronic message contains information from Truckee Donner Public Utility District which is intended to be sent to the individual or entity
above. If you are not the intended recipient,be aware that any disclosure,copying or distribution or use of the contents of this information is named
prohibited. If you receive this electronic transmission in error,please notify me by email at robertmeschereMpu_d or4.
1
ACTION ITEM #10 ATTACHMENT 4 ***REVISED***
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
Annual procurements greater than $15,000
FY12
Competitively Bid Procurements -Award to Lowest Responsive Bid
Vendor Annual
Products and Services Value
Ferguson Waterworks Water Meter Box Retrofit
Blount Excavation $ 61,573
and Paving
Paving
Western Nevada Supply Toilet Excha 121 000
nge Program '
551000
Total .
$ 2379573
ATTACHMENT 4
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
Annual procurements greater than $15,000
FY12
Competitively Bid Procurements -Award to Lowest Responsive Bid
Annual
Vendor Products and Services Value
Western Nevada Supply Water Meter Box Retrofit $ 61,573
Blount Excavation and Paving Paving 121,000
Western Nevada Supply Toilet Exchange Program 55,000
Total $ 2379573
ATTACHMENT 5
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
Annual procurements greater than $15,000
FY12
Dispense with Competetive Bidding - Bids Requested, but No Bids Received Estima
ted
Vendor Products and Services AnnualV Va
lue
ue
To Be Determined Aggregate Materials and Asphalt
$ 4 0,000
To Be Determined Water Tank Cleaning and Inspection
35,000
Total $ 75,000