Finance and Management Services
www.santa-ana.org/finance
Item # 8
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 15, 2025
TOPIC: eProcurement Bidding Platform Module Services
AGENDA TITLE
Agreement with PlanetBids, LLC for eProcurement Bidding Platform Module Services (Specification No. 25-045) (General Fund and Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with PlanetBids, LLC to provide eProcurement Bidding Platform Module Services in an amount not to exceed $159,635, for a term beginning July 15, 2025 and expiring June 30, 2028, with provisions for one (1), one-year extension (Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Finance Department’s Purchasing Division oversees centralized procurement for the City of Santa Ana, ensuring that all solicitations and contract awards are conducted in a responsive, fair, and impartial manner. In 2021, the City entered into an agreement with PlanetBids, LLC to streamline the procurement solicitation process. By implementing the Bid Management Module Services, the City has achieved a more efficient and transparent method for online advertising, monitoring, and awarding formal and informal bids and proposals. There are currently over 12,000 vendors subscribed to the City’s designated platform, including 2,000-plus self-certified small or local vendors in the Orange County area. Vendor registration is easy and free, and allows businesses to receive real-time notifications of City bidding opportunities and updates.
The PlanetBids, LLC platform provides a central repository for all material, professional services, non-public works, and public works project solicitations, and employs real-time notifications of requests for bids and proposals, as well as addenda notification, custom emails, and online Q&A management. The set of modules to be utilized are: Vendor Management, Bid Management, Bid Spec Library, and Emergency Operations. The contract also allows for the future addition of the Project Evaluation module to support best practices during the evaluation phase of solicitations.
eProcurement Bidding Platform Module Services
July 15, 2025
5 1
8 7
Staff evaluated available procurement options and product offerings in the market and determined that the eProcurement bidding platform and module services solutions provided by PlanetBids, LLC ensures efficient, equitable, and transparent solicitations for purchasing staff, and delivers a user-friendly platform experience to all bidders.
Santa Ana Municipal Code, Section 2-807(d), authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The Interlocal Purchasing System (TIPS) contract with PlanetBids, LLC (Contract No. 230105) for technology solutions, products, and services was awarded as a result of open, competitive bidding and meets the City’s requirements. Utilizing this contract allows the City to streamline the purchasing process, ensure compliance, and leverage cost efficiencies associated with cooperative purchasing.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the current FY 2025-26 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration. The table below represents the estimated usage by fiscal year; actual expenditures may vary but will not exceed the aggregate amount of $159,635.
Fiscal
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit,
Account
Description Total
2025-26 01110120-66511
FMSA General
Fund
Finance & Management
Services, Purchasing $20,725
2025-26 01117612-66511
PWA
General Fund
PWA CIP Engineering
Services $4,355
2025-26 01117651-66511
PWA
General Fund
PWA Parks Maintenance
Services $4,355
2025-26 10117601-66511
PWA
Internal Service
Funds
Public Works
Administrative Services $606
2025-26 06017645-66511
PWA Enterprise
Funds
Public Works Water
Administrative Engineering
Services $4,355
2026-27 01110120-66511
FMSA General
Fund
Finance & Management
Services, Purchasing $22,797
2026-27 01117612-66511
PWA
General Fund
PWA CIP Engineering
Services $4,791
2026-27 01117651-66511
PWA
General Fund
PWA Parks Maintenance
Services $4,791
eProcurement Bidding Platform Module Services
July 15, 2025
5 1
8 7
2026-27 10117601-66511
PWA
Internal Service
Funds
Public Works
Administrative Services $667
2026-27 06017645-66511
PWA Enterprise
Funds
Public Works Water
Administrative Engineering
Services $4,791
2027-28 01110120-66511
FMSA General
Fund
Finance & Management
Services, Purchasing $25,078
2027-28 01117612-66511
PWA
General Fund
PWA CIP Engineering
Services $5,269
2027-28 01117651-66511
PWA
General Fund
PWA Parks Maintenance
Services $5,269
2027-28 10117601-66511
PWA
Internal Service
Funds
Public Works
Administrative Services $734
2027-28 06017645-66511
PWA Enterprise
Funds
Public Works Water
Administrative Engineering
Services $5,270
OPTIONAL EXTENSION
2028-29 01110120-66511
FMSA General
Fund
Finance & Management
Services, Purchasing $27,585
2028-29 01117612-66511
PWA
General Fund
PWA CIP Engineering
Services $5,797
2028-29 01117651-66511
PWA
General Fund
PWA Parks Maintenance
Services $5,797
2028-29 10117601-66511
PWA
Internal Service
Funds
Public Works
Administrative Services $806
2028-29 06017645-66511 PWA Water
Public Works Water
Administrative Engineering
Services $5,797
TOTAL $159,635
EXHIBIT(S)
1. Agreement with PlanetBids, LLC
Submitted By: Alex Trinidad, Executive Director of Finance and Management Services Agency
Approved By: Alvaro Nuñez, City Manager