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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />AUGUST 5, 2013 <br />TITLE: <br />AGREEMENT FOR PLANETBIDS <br />E- PROCUREMENT SOLUTION <br />L <br />&nCITY MANAG <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ <br />As Recommended <br />❑ <br />As Amended <br />❑ <br />Ordinance on 1" Reading <br />❑ <br />Ordinance on 2ntl Reading <br />❑ <br />Implementing Resolution <br />❑ <br />Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute an agreement with <br />PlanetBids Inc. and proceed with acquisition of the online support services, training, installation <br />and implementation of PlanetBids eProcurement solutions to provide web based modular <br />procurement services in an amount of $20,000 which includes $4,500 in one -time costs, for a 12- <br />month period to automatically renew for an additional two terms of one year each, subject to non - <br />substantive changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />As part of the Finance & Management Services Agency efforts to identify opportunities to <br />streamline processes and achieve greater transparency, the Purchasing Division began <br />researching opportunities to deliver a more efficient method of procuring goods and services. <br />The current procurement processes is labor intense, time consuming and manual. The <br />Purchasing Division staff interviewed PlanetBids, BidSync and IPT by BidNet for e- procurement <br />services during the fall of 2012 and spring 2013. Subsequently staff also met with FedBid in <br />June 2013 regarding a reverse auction pilot program. As a result, a reverse auction pilot <br />program was also included as a component for final selection. The review of all vendors resulted <br />in the final selection of PlanetBids for having the most robust and intuitive web based bid <br />management modular for procurement services. <br />Through the implementation of the PlanetBids eProcurement solutions, the Purchasing Division <br />will achieve a more effective procurement operation while maintaining a transparent and public - <br />accessible environment. Implementation of the PlanetBids eProcurement solution will streamline <br />the procurement process by using time - saving methods to electronically advertise and post bids <br />as well as automating tabulation. This solution will also greatly increase communication between <br />City Staff and suppliers by employing real -time notifications while promoting a more competitive <br />bidding environment. <br />25D -1 <br />