SUBJECT: REPORT ON OPEN PURCHASE ORDERS FOR SUPPLIES, MATERIALS, EQUIPMENT AND SERVICES FOR FY 2001-2002 #14

RECOMMENDATION

Approval of award of open purchase orders for supplies, materials, equipment, and services for FY 2001-2002 #14, 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.

JOSE OBREGON

Director, General Services Department

ITEMS/SERVICES DEPARTMENT	RECOMMENDED VENDOR/ LOCATION	REQUESTED AWARD	PRIOR BALANCE	SOURCE OF FUNDING AND BUDGET PAGE
Weed abatement for Department of Transportation	Cuevas, Art Landscaping Hayward, CA	$416,000		Citywide various Funds and Budgets
Establish an open purchase order for the period December 15, 2001 through December 14, 2002 for $416,000 for weed abatement. Exercise second option to renew with 5% CPI increase.
Automotive parts for General Services	Cooks Automotive San Jose, CA	$125,000	$43,600	Vehicle Maintenance & Operation Fund 552: 2001-2002 Proposed Operating Budget Page, 240
The additional encumbrance of $125,000 to the existing purchase order of $43,600 is required, as use was higher than anticipated to cover services for the fiscal year.
Trucking services for Department of Transportation	Grifall Trucking, Inc. San Jose, CA	$60,000	$190,000	General Fund 001 2001-2002 Proposed Operating Budget Page, 530
The additional encumbrance of $60,000 to the existing purchase order of $190,000 is required for additional trucking service needed due to the increase in the amount of miles of streets serviced.
Asphalt concrete for Department of Transportation	Reed & Graham San Jose, CA	$250,000	$522,000	General Fund 001 2001-2002 Proposed Operating Budget Page, 530
The additional encumbrance of $250,000 to the existing purchase order of $522,000 is required due to the increase in street resurfacing and chip seal program mileage.
Landscape services for Department of Transportation	Coast Landscape Mgmt. Inc. San Jose, CA	$75,000	$66,500	General Fund 001 2001-2002 Proposed Operating Budget Page, 530
The additional encumbrance of $75,000 to the existing purchase order of $66,500 is required, as usage is higher than anticipated to complete this fiscal year. This vendor is replacing services that were provided by Phoenix Program Inc.