City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2025-01410 8/26/2025
Non-Professional Services Agreement Increase of Not To Exceed Amount for the Citywide Web-Based Bidding Portal (“PlanetBids”)
File ID: 2025-01410
Location: Citywide
Recommendation: Pass a Motion approving the increase of the not to exceed (NTE) Amount of the Non-Professional Services Agreement with PlanetBids for Citywide Web-Based Bidding Portal services, No. PRC002212, from $238,000 to $380,000.
Contact: Gary O’Neill, Contract and Compliance Specialist, (916) 808-7432, [email protected]; Dayana Reyes Zanaska, Procurement Services Manager, (916) 808-5524, [email protected]; Peter Coletto, Director, (916) 808-5416, [email protected]; Department of Finance
Presenter: None
Attachments:
1-Description/Analysis
2-PRC002212_Supplement_1_PlanetBids
Description/Analysis
Issue Detail: The City uses a web-based bidding portal, PlanetBids, to post the City’s public bids.
Contract No. PRC002212 is based upon a cooperative contract made available to the City by the San Diego County Regional Airport Authority’s contract No. 800732 OB.
The City Council approved the agreement though Motion number 2023-0123 on May 23, 2023.
There are currently not enough funds on the contract to allow for payment of all twenty-nine licenses held by staff in various City departments. Approval of the increase in the NTE amount will allow staff to use the platform in Fiscal Year (FY) 2025/26 and 2026/27.
There are over 19,000 potential vendors registered in the City’s PlanetBids portal, with 1,600 registered in the Emergency Operations module to potentially be called upon in the event of an emergency.
File ID: 2025-01410 8/26/2025
In FY2024/25 the City posted 283 solicitations for contracting opportunities through the PlanetBids system:
· 154 Requests for Bids
· 94 Requests for Proposals
· 25 Request for Qualifications
· 8 Requests for Information
· 2 Request for Quotes (informal bids)
Bids were received in the following formats:
· 219 Electronic
· 64 Paper
Policy Considerations: The recommendations in this report are in accordance with the provisions of City Code Chapter 3.04 regarding contract amendments.
Economic Impacts: None.
Environmental Considerations: California Environmental Quality Act (CEQA): The proposed activity is not a project pursuant to the CEQA. CEQA Guidelines Section 15378(b)(2). The activity is a continuing administrative or maintenance activity, such as the purchases of supplies, personnel related actions, general policy and procedure making and is not subject to CEQA. CEQA Guidelines Section 15060(c)(3).
Sustainability: The platform allows for the submission of electronic documents, decreasing the number of documents submitted on paper.
Commission/Committee Action: None.
Rationale for Recommendation: Increasing the NTE amount of the agreement will allow City departments to pay for licenses and to continue to use the software through Fiscal Year (FY) 2026/27.
Financial Considerations: Sufficient funding is available in FY2025/26 operating budgets for the departments requiring this service. Payment for FY2026/27 is subject to funding availability in the adopted budget of that fiscal year.
Local Business Enterprise (LBE): This agreement is based on a cooperative contract and is exempt from LBE requirements.