February 7, 2023
Finance Department
DATE: February 7, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Delmy Cuellar, Director of Finance
Mubeen Qader, Budget Administrator
Antonio Banuelos, Accounting Manager
Ofelia Alvarez, Senior Buyer
Subject:
Contract for Online Registration and Bid Management
System
FINANCIAL IMPACT: The $18,675 cost for the first year of the contract is included within the approved fiscal year 2022-2023
Finance Department budget (01178015-400201). The
same amount will be included in the operating budget for each of the next two fiscal years.
PREVIOUS COUNCIL
ACTION:
N/A
STATEMENT OF THE
ISSUE:
City staff requests approval of a sole-source contract with PlanetBids, Inc. to provide an online vendor registration and bid management system.
RECOMMENDED ACTION:
APPROVE a sole-source contract with PlanetBids, Inc. to provide an online vendor registration and bid
Management System (BidsOnline), at an amount not to
exceed $18,675 per year, for a period of three years with one two-year option to extend at the same cost and
terms per year – Finance (Antonio Banuelos 510-620-
6741/Ofelia Alvarez 510-620-6699).
AGENDA
REPORT
February 7, 2023
DISCUSSION:
The PlanetBids, Inc. BidsOnline system is an on-line vendor registration and bid management system that allows vendors to “self-register” to receive requests for quotes, requests for proposals, and to submit bids. The BidsOnline system also allows Purchasing and other City departments to electronically post request for proposals and receive bids. In 2006, City staff obtained proposals from three vendors who provided vendor registration and bid management systems. PlanetBids was recommended for approval because it met the City’s technical requirements and was the lowest priced solution.
Since its inception, over 10,500 vendors have registered in the database and City staff has posted over 1,000 solicitations. By posting the solicitations online, the City reaches a greater number of vendors/suppliers and receives better pricing. Also, the City saves time and money by not printing and mailing out the solicitations. The solicitations are posted online and vendors download and print the solicitation, plans, and specifications at their office. Vendors also submit bids and proposals electronically.
The City also added the PlanetBids, Inc. Emergency Operations Module (EO), which provides the following capabilities:
Identifies emergency suppliers from the master database; Categorizes potential emergency purchases (i.e. materials, services, heavy equipment, etc.);
Completes emergency vendor detail form;
Works compatibly with current vendor registration;
Provides reports by main EO categories, sub-categories, and additional description;
Schedules automatic vendor notification emails to maintain up-to-date emergency records; and
Schedules emergency vendor summary reports on periodic basis (i.e. weekly, monthly, and quarterly).
The proposed yearly price stems from negotiations between the City and PlanetBids in 2018. The City negotiated a 16 percent (16%) discount with yearly savings totaling $3,650. The proposed amount will be honored through the duration of this contract. The discounted total offered to the City is $18,675 per year.
The Finance Department recommends the approval to renew a three-year contract with one, two- year option to extend with PlanetBids, Inc. to provide an online vendor registration and bid Management System (BidsOnline) at an amount not to exceed $18,675 per year.
DOCUMENTS ATTACHED:
Attachment 1 – Original Contract
Attachment 2 – Sole Source