City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-00470 5/23/2023 Consent Item 4.
Cooperative Agreement: Citywide Web-Based Bidding Portal File ID: 2023-00470
Location: Citywide
Recommendation: Pass a Motion: 1) authorizing the use of a cooperative contract from the San Diego County Regional Airport Authority; and 2) authorizing the City Manager or the City Manager’s designee to execute City Agreement No. PRC002212, for a total not-to-exceed amount of $238,000 for web-based bidding service.
Contact: Gary O’Neill, Contract and Compliance Specialist, (916) 808-7432, [email protected], Dayana Reyes Zanaska, (916) 808-5524, Procurement Manager, [email protected], Finance Department
Presenter: None
Attachments:
1-Description/Analysis
2-Agreement No. PRC002212
3-Bid Platform Survey
Description/Analysis
Issue Detail: The City uses a web-based bidding portal, PlanetBids, to post the City’s public bids.
The cooperative contract that the City uses for this service is expiring at the end of May 2023. The City has determined it would be more cost effective to use a cooperative contract that was competitively bid based upon expected changeover costs and implementation costs, including the time required to train employees and external vendors on a new bidding portal if awarded to another vendor.
Policy Considerations: This recommendation is consistent with the Sacramento City Code Contracts for Professional Services requirements (SCC section 3.64) and in accordance with Procurement Policy No. AP-4102.
File ID: 2023-00470 5/23/2023 Consent Item 4.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): This report concerns administrative activities and governmental fiscal activities that do not constitute a “project” as defined by the CEQA Guidelines Sections 15378(b)(2) and 15378(b)(4) and are not subject to the provisions of CEQA (CEQA Guidelines Section 15060(c)(3)).
Sustainability: Not Applicable
Commission/Committee Action: Not Applicable.
Rationale for Recommendation: Staff is recommending continuing to use a cooperative contract for this service to save the cost of preparing and awarding its own Request for Proposals (RFP). The San Diego International Airport solicited a Request for Proposals for these services; the RFP submission period closed on January 10, 2022. The San Diego County Regional Airport Authority awarded Contract No. 800732 OB to PlanetBids, Inc. This contract is available for use by other governmental agencies per Exhibit A, Scope of Work, paragraph A-4-B of the contract. Additional Terms and Conditions were added by staff to provide further contractual protection for the City. This is Cooperative Purchasing Agreement No. PRC002212 (Attachment 2).
Financial Considerations: Funding for this agreement is included in Fiscal Year (FY) 2022/23 operating budgets and/or capital improvement program budgets of the departments that require this service. Funding for subsequent years is subject to Council approval. The cost for PlanetBids licenses in this new contract is the same rate as the previous contract.
Local Business Enterprise (LBE): The LBE participation requirements do not apply to cooperative contracts.
Background:
A recent survey of California governmental agencies by the California Association of Public Procurement Officials (CAPPO) found that over half of the agencies use the PlanetBids platform to electronically solicit contracting opportunities (Attachment 3).
There are over 16,000 registered potential vendors in the City of Sacramento PlanetBids database.
Over 1,500 potential vendors have registered with the City in the Emergency Operations module of Planet Bids. Through this module, these potential vendors have affirmed their availability to supply goods and services during an emergency.
File ID: 2023-00470 5/23/2023 Consent Item 4.
The City issued 259 solicitations for contracting opportunities in PlanetBids in calendar year 2022:
- Request for Bids - 141
- Request for Proposals - 84
- Request for Qualifications - 25
- Request for Quotes - 6
- Request for Information - 3
The City has most recently utilized a cooperative contract made available by the The Interlocal Purchasing System (T.I.P.S.) cooperative contract No. 200105. This provided access to the PlanetBids web-based bidding portal services through May 31, 2023, when the T.I.P.S. contract expires.
ADDITIONAL TERMS AND CONDITIONS COOPERATIVE PURCHASE AGREEMENT – PRC002212 The City of Sacramento ("City") and PlanetBids, Inc. ("Contractor"), hereby agree to these Additional Terms and Conditions (“Additional Terms”), effective June 1, 2023. WHEREAS, Contractor entered into Contract No. 800732 OB for eProcurement Software System Services effective March 2, 2022 with San Diego County Regional Airport Authority (“Cooperative Contract”), in which Contractor agreed that other public agencies, including without limitation those defined by Cal. Gov. Code § 6500, shall have the option to piggy-back upon the terms of the Cooperative Contract (Cooperative Contract, Exhibit A(B). WHEREAS, the City wishes to purchase eProcurement Software System Services, pursuant to the terms of the Cooperative Contract, as supplemented by these Additional Terms. NOW THEREFORE, Contractor and the City agree as follows: 1. The City agrees to purchase from Contractor, and Contractor agrees to sell eProcurement Software System Services pursuant to the terms of the Cooperative Contract. 2. The City shall have all the same rights as San Diego County Regional Airport Authority under the Cooperative Contract. The terms of the Cooperative Contract shall apply to this purchase and shall control over any contrary terms included in further documentation supplied by Contractor. 3. Contractor agrees that the service shall be provided to the City through February 28, 2025, or until the Cooperative Contract expires, which is to be no later than February 28, 2027. 4. Notwithstanding section 25(E) of the Cooperative Contract, the City and Contractor agree that the venue in all matters arising out of the Cooperative Contract shall be the Superior Court of California, County of Sacramento. 5. Contractor warrants and represents that the person or persons executing this Agreement on behalf of Contractor has or have been duly authorized by Contractor to sign this contract supplement and bind Contractor to the terms hereof. 6. Except as specifically modified herein, all terms and conditions of the Cooperative Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations, and conditions required under the Agreement, as supplemented and modified by these Additional Terms. Approval Recommended By: Approved As To Form By: Project Manager City Attorney Approved By: Contractor Approved By: Assistant City Manager, City of Sacramento Attachment 1 – San Diego County Regional Airport Authority – Contract 800732 OB Attachment 2 – San Diego County Regional Airport Authority - Request for Proposals
ATTACHMENT 3
Bid Platform Survey by CAPPO