SUBJECT: REPORT ON OPEN PURCHASE ORDERS FOR SUPPLIES, MATERIALS, EQUIPMENT AND SERVICES FOR FY 2002-2003 #30

RECOMMENDATION

Approval of award of open purchase orders for supplies, materials, equipment and services for FY 2002-2003 #30 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 2002-2003. 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, most advantageous price quotations 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; City Manager’s 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.

CEQA

See attachment for CEQA determinations

JOSE OBREGON

Director, General Services Department

ITEMS/SERVICES DEPARTMENT	RECOMMENDED VENDOR/ LOCATION	REQUESTED AWARD	PRIOR BALANCE	SOURCE OF FUNDING AND BUDGET PAGE
Purchase of brakes and repair parts for the Department of General Services	B & A Friction Materials, Inc. San Jose, CA	$53,000	$165,000	Vehicle Maintenance and Operations Fund – 552 2002-2003 Adopted Operating Budget, Page 290, Appn. 0083
Encumber an additional amount of $53,000 to the existing open purchase order of $165,000. This purchase order provides for brakes, repair parts, friction materials, suspension parts, and related products for Fleet Maintenance. The additional amount is needed to accommodate the Division’s evaluation of projected use through the term of the agreement. OEA: N/A. CEQA: Not a project. Cost Implication: General Principles #2, “ We must focus on protecting our vital core city services.”OP#31104
Emergency rental of various types of equipment for the Department of General Services	Hertz Equipment Rental/Big 4 San Jose, CA	$75,000	$100,000	Citywide – various funds and budgets
Additional funds in the amount of $75,000 to the unencumbered open service of $100,000. This order provides for the rental of various types of equipment to departments citywide. The additional amount is necessary to accommodate the projected use for unanticipated emergency need equipment rental. OEA: N/A CEQA: Not a project. Cost Implication: General Principles #2, “We must focus on protecting our vital core city services.” OP#31247
Repair and parts for fire apparatus and related equipment for the Department of General Services	Hi Tech Emergency Vehicle Oakdale, CA	$196,000	$189,300	Vehicle Maintenance and Operations Fund – 552 2002-2003 Adopted Operating Budget, Page 290, Appn. 0083
Encumber an additional amount of $ 196,000 to the existing service order of $189,300. This service order provides for labor and parts for fire apparatus and related equipment repairs. The additional amount is estimated to accommodate the department needs through the fiscal year. OEA: N/A CEQA: Not a project. Cost Implication: General Principles #2, “We must focus on protecting our vital core city services.”OP#30845
ITEMS/SERVICES DEPARTMENT	RECOMMENDED VENDOR/ LOCATION	REQUESTED AWARD	PRIOR BALANCE	SOURCE OF FUNDING AND BUDGET PAGE
Computer software training and related services for the Department of Employee Services	Computer Training Resources, Inc. dba Executrain Santa Clara, CA	$80,000	$120,000	General Fund – 001 2002-2003 Adopted Operating Budget, Page 164
Encumber an additional amount of $80,000 to the existing service order in the amount of $120,000. No change in cost results from this recommendation. The budget was developed and programmed to accommodate $205,000 in services from ExecuTrain. This recommendation will provide the administrative authorization to pay ExecuTrain an amount consistent with the citywide training budget as adopted in July 1, 2002. OEA: N/A. CEQA: Not a project. Cost Implication: The training fulfills the Mayor's Proposed Budget Strategy, General Principles #2: We must focus on protecting our vital core city services. The Employee Services CSA Objective #2 states: The City has a high-performing workforce that meets the service delivery needs of the organization. This computer training enables City employees to increase their job performance, maximize their time, and broaden their technical skills as they deliver city services. OP#31062
Maintenance paving services for the Department of Transportation	Silicon Valley Paving, Inc. San Jose, CA	$119,887.50		Construction Excise Tax Fund – 465 2002-2003 Adopted Capital Budget, Page 820
Establish an open service order for the term beginning April 22, 2003 through March 31, 2004 in the amount of $119,887.50. This service order provides for labor and rental of a self- propelled asphalt-paving machine for street maintenance operations. This requirement was competitively quoted; Silicon Valley Paving was the low bidder. OEA: #6816, Living Wage/Prevailing Wage with Prevailing Wage Higher. CEQA: PP 03-03-097. Cost Implication: General Principles #2, “We must focus on protecting our vital core city services.”
Spreading of emulsified asphalt for the Department of Transportation (DOT)	Reed and Graham, Inc. San Jose, CA	$484,752		General Fund –001 2003-2003 Adopted Capital Budget, Page 820
Establish an open service order for the term beginning April 23, 2003 through March 31, 2004 in the amount of $484,752. This service order provides for purchase, delivery and spreading of emulsified asphalt for DOT’s residential sealing program street maintenance operations. This requirement was competitively quoted; Reed and Graham, Inc., was the low bidder. OEA: #6178, Living Wage/Prevailing Wage with Prevailing Wage Higher. CEQA: PP 03-04-105. Cost Implication: General Principles #2, “We must focus on protecting our vital core city services.”
Power street sweepings for the Department of Transportation (DOT)	Universal Sweeping Service, Inc. San Jose, CA	$266,650		General Fund –001 2003-2003 Adopted Capital Budget, Page 820
Establish an open service order for the term beginning April 23, 2003 through March 31, 2004 in the amount of $266,650. This service order provides for labor, material, and equipment necessary for power street sweeping for DOT’s residential sealing program street maintenance operations. This requirement was competitively quoted; Universal Sweeping, Inc. was the low bidder that met specifications. OEA: #6181, Living Wage/Prevailing Wage with Prevailing Wage Higher. CEQA: PP 03-04-105. Cost Implication: General Principles #2, “We must focus on protecting our vital core city services.”