City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
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File ID: 2022-02342 1/31/2023 Consent Item 10.
Suspend Competitive Bidding and Authorize Request for Proposals Process (RFP) for the Purchase of Bicycle Racks (Two-Thirds Vote Required)
File ID: 2022-02342
Location: Citywide
Recommendation: Adopt a Resolution: 1) rescinding Resolution 2022-0394; 2) finding that suspending competitive bidding is in the best interest of the City; 3) suspending competitive bidding by a two-thirds vote; and 4) 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]; Leslie Mancebo, (916) 808-5581, [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 2022-0394
2-Resolution
Additional Description/Analysis
Issue Detail:
On December 13,2022, the City Council adopted Resolution No. 2022-0394, which determining it was in the best interests of the City to suspend competitive bidding for the purchase of bicycle racks and replaced it with the RFP process to identify vendors with bicycle racks that comply with the City of Sacramento’s Bicycle Rack Design and Placement Design Standards. However, the resolution approved by City Council incorrectly referenced the not to exceed award amount in the background section. The Office of the City Clerk advised department staff that to correct the award amount, an administrative correction must be presented and approved by the City Council.
File ID: 2022-02342 1/31/2023 Consent Item 10.
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 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): The proposed activity is not a project as defined in CEQA Guidelines, Section 15378(b)(5), and is therefore not subject to CEQA requirements.
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.
Commission/Committee Action: Not applicable
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 3.56.020.
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 qualify as a Local Business Enterprise during the scoring process.
File ID: 2022-02342 1/31/2023 Consent Item 10.
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 $250,000 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 $250,000 or more.
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, THE CITY COUNCIL RESOLVES AS FOLLOWS:
Section 1. Resolution 2022-0394 is rescinded, which incorrectly referenced the award amount in Background Section C and D.
Section 2. 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.