SUBJECT: REPORT ON OPEN PURCHASE ORDERS FOR SUPPLIES, MATERIALS, EQUIPMENT AND SERVICES FOR FY 2001-2002 #1

RECOMMENDATION

Approval of award of open purchase orders for supplies, materials, equipment, and services for FY 2001-2002 #1, and authorization for the Director of General Services to execute the purchase orders.

BACKGROUND

This standard memorandum is provided as a cover sheet to an attached list of requests received by the General Services Department/Purchasing Division for open purchase orders. This list indicates the most current requests submitted by various City departments for the establishment of open purchase orders or an increase in the amount of an existing open purchase order for supplies, materials, equipment and services for Fiscal Year 2001-2002. Open purchase orders are used when the amount or nature of the items or services cannot be predicted before they are needed, or when it is necessary that the place from which the items or services are purchased is strategically located.

Pursuant to Sections 4.12.135, 4.12.146 and 4.13.040 of the Municipal Code, competitive quotes or proposals are obtained whenever practicable on all items or services with a payment amount exceeding Five Thousand Dollars ($5,000). Unless otherwise noted, competitive quotes were used to establish all open purchase orders on the attached list. Formal bidding is not required to establish open purchase orders regardless of the total dollar amount; however, General Services/Purchasing does bid some items when feasible. Formal bids are noted on the attachment when applicable.

The attachment may also include open purchase orders for contracts subject to the Living Wage Policy adopted by the Council on November 17, 1998. The policy pertains to contracts exceeding $20,000 and for designated service categories. The Policy also requires a review of the employee work environment (Third Tier Review). The attachment will indicate each purchase that is subject to the Living Wage and any additional information used by staff in making the recommendation.

ANALYSIS

All open purchase orders which are expected to have an accumulative total of purchases exceeding $100,000 during the fiscal year are presented for Council approval. A list of the new or increased open purchase orders is attached. The attached list includes brief explanatory comments on the items and services.

COORDINATION

Each purchase order request on the attached list has been coordinated with the City Attorney’s Office, Budget Office, and the requesting City department.

PUBLIC OUTREACH

All purchase order requests, which require solicitation of quotations or bids, are advertised on the City’s Internet site.

FRANCIS B. MCVEY

Acting Director, General Services Department

ITEMS/SERVICES DEPARTMENT		RECOMMENDED VENDOR/ LOCATION	REQUESTED AWARD	PRIOR BALANCE	SOURCE OF FUNDING AND BUDGET PAGE
Electronic Parts For: IT/Communications		Motorola C+E, Inc. San Mateo, CA	$130,000		General Fund-001; 2001-02 Proposed Operating Budget, Pg. 321
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for the purchase of electronic parts on as needed bases.
Cellular Service For: Info Tech		AT&T Wireless So. San Francisco, CA	$1,000,000		Citywide – Various Funds & Budgets
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for the purchase of cellular phones and phone service.
Security Services For: Citywide		Pinkerton Security San Jose, CA	$125,000		Various Funds & Budgets
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for security services at various City facilities. This is subject to the Living Wage Policy. Exercising option to renew.
Burglar Alarms For: Citywide		Crime Alert Alarm Co. San Jose, CA	$160,000		Various Funds and Budgets
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for burglar alarm monitoring and troubleshooting for various City Departments. This contract is subject to the Living Wage Policy.
Fence Repairs For: Citywide	Steel Fence Systems San Jose, CA		$200,000		Various Funds & Budgets
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for the installation and repair of chain link fences. This contract is subject to the Living Wage Policy, with prevailing wage higher. Therefore, prevailing wage will be paid. Exercising option to renew.
Security Services For: Citywide	Industrial Protection Services San Jose, CA		$375,000		Various Funds & Budgets
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for security services at various City facilities. This contract is subject to the Living Wage Policy. Exercise option to renew pricing.
Water Meters For: ESD	Badger Meters, Inc. Englewood, CO		$200,000		Water Utility Capital Fund-500 2001-02 Proposed Operating Budget, Pg. 137
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for water meters and replacement parts on an as needed basis.
Pavement Repairs For: Airport	Granite Construction San Jose, CA		$125,000		Airport Maintenance & Operating Fund-527; 2001-02 Proposed Operating Budget, Pg. 6
Establish an open purchase order for the period July 1, 2001 through September 30, 2002 for the repair of damaged pavement at Airport facilities. This contract subject to Prevailing Wage. Exercising final option to renew.
Fire Hydrants For: Gs/Stores	Mueller Co. Decator, IL		$200,000		Stores Fund-551, 2001-02 Proposed Operating Budget, Pg. 792
Establish open purchase order for the period July 1, 2001 through June 30, 2002 for the purchase of fire hydrants and parts for stock.
Transmission Repairs For: GS/Fleet	Leale's Transmission & Auto San Jose, CA		$110,000		Vehicle Maintenance &Operating- Fund-552; 2001-02 Proposed Operating Budget, Pg. 799
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for transmission repairs. Exercising option to renew.
Portable Toilets For: Citywide	Acme & Sons Sanitation San Jose, CA		$130,000		Citywide Various funds and budgets
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for the rental of portable toilets on an as-needed basis.
Auto Body Repairs For: GS/Fleet	Flyers Body Shop San Jose, CA		$170,000		Vehicle Maintenance & Operating Fund-552; 2001-02 Proposed Operating Budget, Pg. 799
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for auto body repairs and painting as needed.

ITEMS/SERVICES DEPARTMENT		RECOMMENDED VENDOR/ LOCATION	REQUESTED AWARD	PRIOR BALANCE	SOURCE OF FUNDING AND BUDGET PAGE
Auto Body Repairs For: GS/Fleet	Eurocolor Collision Ctr. San Jose, CA		$110,000		Vehicle Maintenance & Operating Fund-552; 2001-02 Proposed Operating Budget, Pg. 799
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for auto body repairs and painting as needed.
Video Cassette & DVD's For: Library	Ingram Library Services, Inc. La Vergne, TN		$150,000		Benefit Assessment Fund-412 2001-02 Prop Capital Budget pg. 170
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for purchase of video cassettes, DVD's and preprocessing as required. Exercise 2^nd year option.
Video Cassettes & DVD's For: Library	Baker & Taylor Entertainment Pittsburg, PA		$500,000		Benefit Assessment Fund-412 2001-02 Proposed Capital Budget pg. 170
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for purchase of video cassettes, DVD's and preprocessing as required. Exercise 2^nd year option.
Advertising For: Citywide	San Jose Mercury New's San Jose, CA		$750,000		Various Funds and Budgets
Establish open purchase orders for various departments for the period July 1, 2001 through June 30, 2002 for advertising as required.
Meals For: PRNS	Compass Group USA, Inc. San Jose, CA		$140,000		General Fund-001; 2001-02 Proposed Operating Budget, Page 375
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for delivery of meals for Senior Nutrition Program.
Screenprinting For: PRNS	California Sport Designs San Jose, CA		$106,000		General Fund-001 2002-02 Proposed Operating Budget, Page 375
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for screenprinted sportswear as needed.
Safety Shoes For: Citywide	Beck Shoes San Jose, CA		$175,000		Various Funds and Budgets
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for various departments for safety shoes as required.
Screenprinting For: Citywide	Pegasus Products Group Mt. View, CA		$100,000		Various Funds and Budgets
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for screenprinting of clothing as needed.
Reprographic Services For: Citywide	San Jose Blueprint San Jose, CA		$500,000		Various Funds and Budgets
Establish open purchase orders for various departments for the period July 1, 2001 through June 30, 2002 for reprographic services as needed. This contact is subject to living wage.
Tires For: GS/Fleet	Goodyear Commercial Tire San Jose, CA		$139,000		Vehicle Maintenance & Operating Fund-552; 2001-02 Proposed Operating Budget, Page 799
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for the purchase of tires and tire service as required. Exercise of last option year to renew.
Tires For: GS/Fleet	Dapper Tire Co. Hayward, CA		$200,000		Vehicle Maintenance & Operating Fund-552; 2001-02 Proposed Operating Budget, Page 799
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for the purchase of tires and tire service as required. Exercise of last option year to renew.
Paper Products For: GS/Stores	Tadco Supply San Jose, CA		$400,000		Stores Fund-551 2001-02-Proposed Operating Budget, Page 792
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for janitorial paper products for stock. Exercise first year option to renew.

ITEMS/SERVICES DEPARTMENT		RECOMMENDED VENDOR/ LOCATION	REQUESTED AWARD	PRIOR BALANCE	SOURCE OF FUNDING AND BUDGET PAGE
Liners For: GS/Stores	Tadco Supply San Jose, CA		$100,000		Stores Fund-551 2001-02 Proposed Operating Budget, Page 792
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for liners for stock. Exercise of option to renew.
First Aid Services For: CAE	First Response Training, Inc. Campbell, CA		$140,000		Convention & Cultural Affairs Fund-536; 2001-02 Proposed Operating Budget, Page 87
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for standby first aid services. Exercising 4^th year option to renew.
Fire Apparatus Repair For: GS/Fleet	Hi Tech Emergency Vehicle Svc.,Inc. Oakdale, CA		$187,000		Vehicle Maintenance & Operating Fund-552; 2001-02 Proposed Operating Budget, Page 799
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for parts and repair for fire apparatus as needed.
Printing & Mailing Svcs. For: Citywide	Data Marketing, Inc. San Jose, CA		$174,500		Various Funds & Budgets
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for printing and mailing services as required. This contract is subject to Living Wage Policy. Exercising option to renew.
Raising Manholes For: DOT	El Camino Paving, Inc. Sunnyvale, CA		$200,000		Sewer Service & Use Charge-541 2001-02 Proposed Operating Budget, Page 755
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for raising buried manholes as required. This contract is subject to the Living Wage Policy. Prevailing Wage is higher, therefore prevailing wage will be paid.
Roof Repair For: Citywide	Lozano Roof Service San Jose,CA		$120,000		Various Funds and Budgets.
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for roof repairs as needed. This contract is subject to Living Wage with Prevailing Wage higher. Therefore, prevailing wage will be paid.
Janitorial Supplies For: GS/Stores	Clean Source Distributing Co. San Jose, CA		$110,000		Stores Fund-551; 2001-02 Proposed Operating Budget, Page 792
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for janitorial supplies for stock.
Equipment Rental For: GS/Fleet	Hertz/Big 4 Retns Spokane, WA		$150,000		Vehicle Maintenance & Operating Fund-552; 2001-02 Proposed Operating Budget, Page 240
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for the rental of equipment as needed for City Departments.
Access System Repair For: Airport	Ceitronics San Jose, CA		$150,000	150,000	Airport Maintenance & Operation Fund-523; 2001-02 Proposed Operating Budget, Page 6
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for the repair of access system equipment as required. This contract is subject to the Living Wage Policy, with prevailing wage higher. Therefore, prevailing wage will be paid. Renew 2^nd year option.
Purchase, Installation, Maintenance of Telephones For: Info Tech	Protec San Jose, CA Cable Tech, Inc. San Jose, CA Expanets, Inc. San Jose, CA Cal Coast San Jose, CA Rand Stad Communications Fremont, CA		$250,000 $250,000 $250,000 $150,000 $150,000		Citywide – Various Fund and Budgets
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for the purchase, installation and maintenance of phone equipment. These contracts are subject to the Living Wage Policy.

ITEMS/SERVICES DEPARTMENT		RECOMMENDED VENDOR/ LOCATION	REQUESTED AWARD	PRIOR BALANCE	SOURCE OF FUNDING AND BUDGET PAGE
Safety Supplies For: GS/Stores	Industrial Safety Supply Emeryville, CA		$150,000		Stores Fund-551; 2001-02 Proposed Operating Budget, Page 792
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for safety supplies for stock.
Security Services For: DOT	Omni Patrol, Inc. San Jose,CA		$350,000		General Purpose Parking Fund-533 2001-02 Proposed Operating Budget, Page 755
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for security services at parking facilities. This is subject to the Living Wage Policy. Renew 1^st year option.
Forensic Testing For: Police	Central Medical Lab, Inc. San Jose, CA		$210,000.		General Fund-001; 2001-02 Proposed Operating Budget, Page 444
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for forensic testing of blood, urine and breath for driving under the influence and felony arrests. Exercising 2^nd year option.
Maintenance of Security System For: Citywide	Omnitronics, Inc. San Jose, CA		$110,000		Various Funds & Budgets.
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for maintenance of security systems at various City locations. This contract is subject to Living Wage. Exercise 3^rd year options.
Overhead Door Repair For: Citywide	Pro Door & Glass San Jose, CA		$202,000		Various Funds & Budgets.
Establish open purchase orders for the period July 1, 2002 through June 30, 2002 for the repair of automatic and overhead doors as required Citywide. This contract is subject to the Living Wage Policy. Prevailing Wage is higher and will be paid.
Electrical Supplies For: Citywide	Electrical Distributors San Jose, CA Buckles Smith Electric San Jose,CA Consolidated Electric Distr. San Jose, CA Bell Electric Santa Clara, CA		$600,000 $150,000 $70,000 $25,000		Various Funds and Budgets
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for electrical supplies for various City Departments as needed.
ITEMS/SERVICES DEPARTMENT		RECOMMENDED VENDOR/ LOCATION	REQUESTED AWARD	PRIOR BALANCE	SOURCE OF FUNDING AND BUDGET PAGE
Fuel For: GS/Fleet	Valley Oil Co. Mt. View, CA Coast Oil San Jose, CA Renn Unocal Gilroy, CA Western States San Jose, CA		$2,500,000 $700,000 $100,000 $ 50,000		Vehicle Maintenance & Operating Fund-552 2001-02 Proposed Operating Budget, Page 240
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for fuel as required.
Sidewalk removal replacement For: GS/Parks	Jim's Concrete San Jose, CA		$125,000		General Fund-001 2001-02 Proposed Operating Budget, Page 530
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for sidewalk removal and replacement at neighborhood parks as needed. This contract is subject to the Living Wage Policy. Prevailing Wage is higher and will be paid.
Sidewalk grinding For: DOT	Concrete Grinding & Raising Flower Mound, TX Pacific Concrete Grinding San Jose, CA		$360,000 $350,000		General Fund-001 2001-02 Proposed Operating Budget, Page 530
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for sidewalk grinding as required. Contract is subject to Living Wage. Prevailing Wage is higher, therefore prevailing wage will be paid.
Root barrier installation For: DOT	Duran Hogan Construction San Jose, CA		$200,000		General Fund-001 2001-02 Proposed Operating Budget, Page 530
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for installation of root barriers adjacent to sidewalks as required. This contract is subject to the Living Wage Policy. Prevailing Wage is higher and will be paid.
Sidewalk removal/ replacement For: DOT	CB Construction Los Gatos, CA Willson Concrete Campbell, CA Valley Concrete San Jose, CA		$350,000 $350,000 $350,000		Sidewalk Program Fund-370 2001-02 Proposed Operating Budget, Page 790
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for sidewalk removal and replacement as needed. Reimbursable by citizen.
Plumbing Services For: Citywide	Ribbs Plumbing San Jose, CA		$125,000		Various Funds & Budgets
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for plumbing repairs as needed. Contract subject to Living Wage Policy. Prevailing Wage is higher and will be paid.
Remanufactured toner cartridges For: IT	Computer Xtras Xpress Santa Clara, CA		$150,000		Citywide – Various Funds & Budgets.
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for purchase of remanufactured toner cartridges for Citywide requirements. Exercising option to renew.
Computer training For: H.R.	CTE Computer Training Center San Jose, CA		$160,000		General Fund-001 2001-02 Proposed Operating Budget, Page 290
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for computer software training for the City's Training Program. Exercising option to renew.
Street lights & equipment For: DOT	Electrical Distributors San Jose, CA		$280,000		General Fund-001 2001-02 Proposed Operating Budget, Page 530
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for purchase of street lights and traffic signal equipment as required.
Hardware/software maintenance For: IT	Compaq Computer Corp. Cupertino, CA		$251,000		General Fund-001 2001-02 Proposed Operating Budget, Page 321
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for hardware and software maintenance of DEC equipment.
Paperback books For: Library	Milligan News Co. San Jose, CA		$280,000		Benefit Assessment District Fund-412; 2001-02 Proposed Capital Budget, Page 170
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for paperback books as required.
Film Processing For: Citywide	Foto Express San Jose, CA		$150,000		Various Funds & Budgets
Establish open purchase orders for the period July 1, 2001 through June 30, 2002 for film processing and film supplies for various City Departments as requires.
Tree trimming/removal For: GS/Parks	Trugreen Landcare San Jose, CA		$103,500		Construction Conveyance Tax Funds-377, 378, 380, 381, 382, 384, 385, 386, 389, 390 2001-02 Proposed Capital Budget, various pages
Establish an open purchase order for the period July 1, 2001 through June 30, 2002 for tree work in neighborhood parks as required. Contract is subject to the Living Wage Policy. Prevailing Wage is higher and will be paid.