Item #6
11/14/23
City Council Meeting
Item # 6 - RTC 23-1234
Action on Award of Five
Purchase Orders Greater than
$250,000, with an Aggregate
Amount of $30,164,272 for
Finance Department Central
Warehouse Purchases to
1852
Replenish Silicon Valley Power
THE MISSION CITY Inventory Funded by Electric
Utility Funds
November 14, 2023
Background
• Central Warehouse is part of City's Finance Purchasing Division • Maintains stock inventory for over 3,000 items for Silicon Valley Power and Water & Sewer Utilities
• Ensures parts availability for 24/7, 365 days a year operations • Supports purchases of inventory for construction projects for utilities
• Forecasting and replenishing of inventory crucial to maintain operations
City of
Santa Clara
2 The Canter of What Potte
POST MEETING MATERIAL
1 Award of Five Purchase Orders
1) Five-Position Padmount Switches used in 12kV
Distribution Systems
- Recommend Sole Source per Section 2.105.280(b)(2) of the City Code of the City of Santa Clara
- Switchgear designed to fit on vault structures
- Not to exceed $14,876,917 through 2025
- Trayer Engineering Corporation
2) Cables used in 12kV Distribution Systems
- Recommend Sole Source per Section 2.105.280(b)(2) of the City Code of the City of Santa Clara
- Cables used to connect switchgear and transformers in the distribution system
- Not to exceed $7,264,378 through 2025
- The Okonite Corporation
City of
Santa Clara
The Center of What's Poss ble
Award of Five Purchase Orders
3) 18 Three-Phase Large Padmount
Transformers
- Pursuant to Section 2.105.140(d) of the City
Code, a formal Request for Bids (RFB)
- 1,500 - 2,500 KVA
- Not to exceed $2,792,704
- Fleming Electric, Inc.
4) 66 Three-Phase Small Padmount Transformers
- Pursuant to Section 2.105.140(d) of the City
Code, a formal Request for Bids (RFB)
- 112 - 1,000 KVA
- Not to exceed $4,441,591
- Direct negotiation or future vendor
City of
Santa Clara
The Center of What's Possible
2 Award of Five Purchase Orders
5) Capacitor Banks
- Pursuant to Section 2.105.140(d) of the City Code, a formal Request for Bids (RFB)
- Not to exceed $788,682
- Award to lowest responsible and responsive bidder
City of
Santa Clara
The Center of Whats Possible
Recommendation
1. Authorize the City Manager to negotiate and execute the attached Trayer Standard Conditions of Sale (Conditions of Sale) and issue purchase orders to Trayer Engineering Corporation for the purchase of five-position padmount switches with a cumulative total amount of $14,876,917 for the time period beginning on the date of this authorization through December 31, 2025, subject to the annual appropriation of funds and review and approval of the Conditions of Sale by the City Attorney;
2. Authorize the City Manager to issue purchase orders to The Okonite Company for the purchase of 1100 KCMil and 1/0 MCM cables with a cumulative total amount of $7,264,378 for the time period beginning on the date of this authorization through December 31, 2025, subject to the annual appropriation of funds; City of
Santa Clara
The Censer of What's Possible
3 Recommendation
3. Authorize the City Manager to negotiate and issue purchase orders to Fleming Electric, Inc. for the purchase of three-phase padmount transformers with a cumulative total amount of $2,792,704 for the time period beginning on the date of this authorization through December 31, 2028, subject to the annual appropriation of funds and the review and approval as to form by City Attorney;
4. Authorize the City Manager to negotiate and issue purchase orders with a vendor or vendors selected pursuant to the Chapter 2.105 of the City Code for the purchase of three-phase padmount transformers with a cumulative total amount of $4,441,591 for the time period beginning on the date of this authorization through December 31, 2028, subject to the annual appropriation of funds and the review and approval as to form by City Attorney;
City of
Santa Clara
Recommendation
5. Authorize the City Manager to negotiate and issue purchase orders with a vendor or vendors selected pursuant to the Chapter 2.105 of the City Code for the purchase of capacitor banks with a cumulative total amount of $788,682 for the time period beginning on the date of this authorization through December 31, 2028, subject to the appropriation of funds; and
6. Authorize the City Manager to (a) take any actions as necessary to implement and administer the Conditions of Sale and purchase orders, and (b) negotiate and execute amendments to the Conditions of Sale and purchase orders, subject to the cumulative total amounts set forth above and the review and approval as to form by the City Attorney.
City of
Santa Clara
The Center of What's Post ble
4 City Council Meeting
Item # 6 - RTC 23-1234
Action on Award of Five
Purchase Orders Greater than
$250,000, with an Aggregate
Amount of $30,164,272 for
Finance Department Central
Warehouse Purchases to
1852
Replenish Silicon Valley Power
THE MISSION CIT Inventory Funded by Electric
Utility Funds
November 14, 2023