Camarillo City Council
AGENDA REPORT
Date: October 22, 2025
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mark Uribe, Director of Finance
Subject: PlanetBids, LLC – Electronic Procurement (Vendor Management & Bid Management), Advanced eBidding for Public Works, Project Evaluation Management, Contract Management, Insurance
Certificate Management, and Prequalification Management Software
BACKGROUND
Departments previously used Microsoft Office Suite templates to produce solicitation documents including vendor evaluations and to track contract terms and insurance certificates. Staff mailed, e-mailed, and published solicitations to vendors through the local newspaper and solicitations were posted on the City’s website. Contract terms and insurance certificates expiration dates were monitored manually. This process became inefficient, time-consuming and susceptible to inconsistencies in the solicitation process while causing items such as term end dates and expiration of insurance certificates to be overlooked. Since the implementation of PlanetBids, the City has achieved greater consistency and efficiency across its solicitation operations. For this reason, staff requests that City Council authorize the City Manager to execute an amendment to the agreement with PlanetBids, LLC, extending the term for two (2) additional years and adding one additional User License for the City’s Electronic Procurement, Contract Management, and Insurance Certificate Management Software.
DISCUSSION
The City has made significant investments in streamlining operations and the way it delivers services to outside stakeholders as well as internal staff. PlanetBids has provided a modular suite for eProcurement solutions that has helped the City to better manage the complete bidding process for goods, services and construction-related projects. These solutions have allowed the City to reach a larger pool of vendors, increasing participation with proposals/bids that have offered a broader selection of goods and services, as well as more competitive pricing.
To maintain consistency in the City’s procurement process and build upon the goals established under Agreement No. 2022-209 with PlanetBids, LLC, staff recommends
PlanetBids, LLC – Electronic Procurement
October 22, 2025
2 9
0 3
exercising the option to extend the agreement for two (2) additional years through October 30, 2027; continue the contractual three percent (3%) annual price increase each year of the term; add one (1) additional user license; and authorize a contingency for future administrative changes.
The original agreement for Years 1–3 (October 31, 2022–October 30, 2025) totaled $126,626.92. The proposed amendment for Years 4–5, including the additional user license, and the 3% annual increase, totals $92,387.07, for a five-year subtotal of $219,013.99. With the requested contingency of $32,900, the revised contract not-to- exceed (NTE) amount is $251,913.99.
FISCAL IMPACT
Funds for year four of the annual renewal and additional license totaling $45,510.87 are included in the Information Systems budget, Account No. 530-5330-453.32-01. The annual software renewal for year five will be budgeted for FY 2026/27 during the annual budget process.
RECOMMENDATION
1. Authorize the City Manager to execute Amendment No. 2022-209A with PlanetBids, LLC to: a) extend the term for two (2) additional years, through October 30, 2027; b) continue the contractual three percent (3%) annual price increase each year; and c) add one (1) additional user license in the amount of $2,512.06. The cost for Years 4 and 5, inclusive of the additional license and annual increases is $92,387.07.
2. Authorize a 15% contingency of up to $32,900 for future administrative changes such as addition/removal of user licenses, software modules, or other similar adjustments.
3. Authorize the total contract not-to-exceed (NTE) amount at $251,913.99 for the full five-year term (Years 1–5) and authorize the City Manager to execute future amendments for administrative changes, including the addition or removal of user licenses, software modules, or other similar adjustments, provided the total contract does not exceed the new NTE.
ATTACHMENTS
1. Agreement 2022-209A with PlanetBids LLC
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None