Item 30 - Agreement with PlanetBids, Inc. for eProcurement Suite of Modules

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Finance and Management Services www.santa-ana.org/finance Item # 30 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 21, 2021 TOPIC: Agreement with PlanetBids, Inc. for eProcurement Suite of Modules AGENDA TITLE: Approve an Agreement with PlanetBids, eProcurement Suite of Modules (General RECOMMENDED ACTION Inc. in an Amount not to Exceed $225,000 for Fund) Authorize the City Manager to execute an agreement with PlanetBids, Inc. for a two-year period effective December 21, 2021, with an option to extend for up to three one-year renewal exercisable by the City Manager and City Attorney, not to exceed $225,000 over the entirety of the five-year period, which includes a $5,000 contingency for training and additional user licenses, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION The Finance Department's Purchasing Division (Purchasing) administers the City's centralized purchasing processes. Purchasing entered into an agreement with PlanetBids, Inc., a certified Small Business and Women Business Enterprise, in an effort to streamline the procurement process. Through the implementation of the Bid Management Module System (System), the City has achieved a more efficient and transparent method for electronically advertising, monitoring and awarding formal and informal bids and proposals, while significantly increasing the number of vendors notified of the City's bid and proposal solicitation. The system provides a central repository for solicitations for both materials and services and employs real-time notification of requests for bids and proposals, as well as addenda notification, custom emails, and online Q&A management. The set of modules includes Vendor Management, Bid Management, Advanced eBidding for Public Works projects, and Emergency Operations. In addition to the existing modules, the Public Works Agency (PWA) would like to add three new modules to the Planet Bid contract to meet the agency's growing needs. The first one is the Insurance Certificate Management module to help PWA with tracking insurance renewals and send automatic reminders directly to the vendors. Currently, the agency is managing its insurance requirements by using spreadsheets. Because the agency's grant awards and projects have grown, the additional modules will assist the agency in better tracking and organizing its contracts, vendors, and other requirements.