City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
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File ID: 2022-02066 12/13/2022 Consent Item 14.
Suspend Competitive Bidding and Authorize Request for Proposals Process (RFP) for the Purchase of Bicycle Racks (Two-Thirds Vote Required)
File ID: 2022-02066
Location: Citywide
Recommendation: Adopt a Resolution: 1) finding that suspending competitive bidding is in the best interest of the City; 2) suspending competitive bidding by a two-thirds vote; and 3) authorizing issuance of a Request for Proposals (RFP) to solicit vendors for the purchase of bicycle racks.
Contact: Jeff Jelsma, Transportation Planner, (916) 808-5347, [email protected]; Jennifer Donlon-Wyant, Transportation Planning Manager, (916) 808-5913, [email protected]; David Edrosolan, City Traffic Engineer, (916) 808-5974, [email protected], Department of Public Works Presenter: None
Attachments:
1-Description/Analysis
2-Resolution
Additional Description/Analysis
Issue Detail: The standard City process for purchasing commodities, such as bike racks, is through a competitive bid process, awarding the purchase order to the lowest bidder. To ensure the procured bike racks will be of high quality, are cost effective, meet city standards, and provide flexibility in storing, transporting, and installing the racks, staff recommends using a Request for Proposals (RFP) process for selection of bike rack vendors.
Policy Considerations: Using the RFP process instead of the City’s standard low bid process requires a suspension of the standard bid process. City Code Section 3.56.230(c) authorizes the City Council to suspend competitive bidding for the purchase of supplies when, upon a two-thirds vote, the City Council determines it is in the best interests of the City to do so. City staff recommends it is in the City’s best interest to suspend competitive bidding for the purchase of bike racks because it
File ID: 2022-02066 12/13/2022 Consent Item 14.
allows staff to select the most appropriate product to meet the City’s varied bike rack needs. The product with the lowest cost may not best fit the needs and could result in greater expenses in maintenance over the expected life of the product.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): Issuing an RFP is an administrative activity that does not constitute a “project” as defined by section 15378 of the California Environmental Quality Act (CEQA) Guidelines and is otherwise exempt pursuant to sections 15061(b)(3); 15378(b)(2).
Sustainability: This project is consistent with the City of Sacramento’s 2035 General Plan to develop a multi-modal transportation network that supports an integrated bicycle system.
Bicycle and scooter parking encourages active transportation and achieves the City’s goals for increasing active transportation modes.
This project is also consistent with the Mayor's Commission on Climate Change to increase access to active transportation options by providing bicycle and scooter parking in the City.
This project will also reduce dependence on the private automobile, decrease the use of fossil fuels, and help meet air quality standards by providing an array of transportation choices near jobs for a balanced, healthy city.
Commission/Committee Action: None.
Rationale for Recommendation: In order to procure the best bike racks to meet the City’s needs, which can fluctuate based on location and setting, the RFP process will allow staff to select a bench of vendors who are able to provide high quality bike racks to meet the city’s growing need for bicycle and scooter parking.
Staff recommends suspension of competitive bidding in the best interests of the City due to the RFP benefits mentioned above. Accordingly, staff is seeking City Council authorization for selection of vendors through use of a Request for Proposals process instead of the low bidding process specified in City Code Chapter 3.56.
Financial Considerations: The Shared-Rideable program and the bike parking program will provide funding for bike rack procurements to support bikes and scooters operating in the City. Staff plan to select multiple vendors for a not-to-exceed amount for bike racks over the course of the three-year agreement.
Local Business Enterprise (LBE): A five percent point advantage will be awarded to vendors who
File ID: 2022-02066 12/13/2022 Consent Item 14.
qualify as a Local Business Enterprise during the scoring process.
Background: On April 25, 2017, City Council adopted design standards for bike racks (Resolution 2017-0142). Chapter 5.18 and Chapter 10.76 of the Sacramento City Code regulating the Shared- Rideable Businesses place the responsibility for the purchase and installation of bicycle racks on the City using funds collected from the Shared-Rideable Business Permit. To meet air quality and climate goals, the City encourages bicycling as a form of transportation. The RFP process will be competitive and will be posted and advertised publicly on the City’s procurement website. Staff plans to select multiple vendors for a not-to-exceed amount for purchases that will take place over the course of no more than three years. Staff will return to City Council for approval to award any resultant bike rack purchase of $250,000 or more, or after the three-year agreement expires.
RESOLUTION NO.
Adopted by the Sacramento City Council
SUSPEND COMPETITIVE BIDDING AND AUTHORIZE REQUEST FOR PROPOSALS (RFP)
PROCESS FOR THE PURCHASE OF BICYCLE RACKS
BACKGROUND
A. On April 25, 2017, City Council adopted standards for bicycle racks and parking.
B. Chapter 5.18 and Chapter 10.76 of the Sacramento City Code regulating the Shared-Rideable Businesses place the responsibility of the installation of bicycle racks on the City using funds associated with and collected from the Shared- Rideable Business Permit.
C. In a continuing effort to obtain the best and most appropriate bicycle racks for the needs of the City, staff recommends the City Council act to suspend the typical competitive bid process and instead use an RFP process. As with any other supply contract, staff will return to City Council for approval to award any resultant bicycle rack purchase of $100,000 or more.
D. City Code Section 3.56.230(c) authorizes the City Council to suspend competitive bidding for the purchase of supplies when, upon a two-thirds vote, the City Council determines it is in the best interests of the City to do so. It is in the City’s best interest to suspend competitive bidding for the purchase of bicycle racks in order to select multiple vendors that offer bicycle racks which fit the varying needs of the City. The purchases will take place over the course of no more than three years without returning to the City Council for approval. Staff will return to City Council for approval to award any resultant bicycle rack purchase of $100,000 or more.
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, THE CITY COUNCIL RESOLVES AS FOLLOWS:
Section 1. In the best interests of the City, competitive bidding is suspended for the purchase of bicycle racks and is replaced by the RFP process to identify vendors with bicycle racks that comply with the City of Sacramento’s Bicycle Rack Design and Placement Design Standards, for maximum period of three years.