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Agreement with PlanetBids <br />August 16, 2016 <br />Page 2 <br />proposal solicitations. The system provides a central repository for solicitations for both materials <br />and services and employs real -time notification of requests for bids and proposals as well as <br />addenda notification, custom emails and online Q &A management. <br />Public Works projects are advertised and maintained through a different process outside of the <br />PlanetBids software. PWA staff coordinates with the City's webmaster to post and maintain <br />construction project notifications and addenda. PlanetBids has developed an Advanced eBidding <br />for Public Works that would streamline the existing process by eliminating this costly step. <br />Acquiring the Advanced eBidding module will complete the centralization of each type, both <br />Purchasing and PWA, of procurement method utilized by the City. <br />PlanetBids was originally selected after staff interviewed and attended product presentations <br />from four eProcurement providers. Recently, staff began conducting informal inquiries about <br />eProcurement solutions utilized by other local public agencies. The results confirmed that <br />PlanetBids continues to be widely used due to its innovative and best -in -class eProcurement <br />solutions. PlanetBids has provided excellent customer service and continues to improve and <br />expand their solutions. Additionally, PlanetBids has offered to extend the same pricing for three <br />years for both the current and the new Advanced eBidding module for Public Works. As such, <br />staff recommends approval of a three -year agreement as follows: <br />PB SYSTEM*"" Module(s) <br />SETUP <br />YEAR 1 <br />(FY 2016 -17) <br />YEAR 2 <br />(FY 2017 -18) <br />YEAR 3 <br />(FY 2018 -19) <br />Vendor Management & Bid Management <br />n/a <br />$ <br />16,413.33 <br />$ <br />16,413.33 <br />$ <br />16,413.33 <br />Advanced eBidding (add -on) <br />n/a <br />$ <br />4,500.00 <br />$ <br />4,500.00 <br />$ <br />4,500.00 <br />Emergency Operations <br />n/a <br />$ <br />4,110.99 <br />$ <br />4,110.99 <br />$ <br />4,110.99 <br />Read -Only — 5 user licenses <br />n/a <br />$ <br />2,375.00 <br />$ <br />2,375.00 <br />$ <br />2,375.00 <br />Onsite Training (including travel expenses) <br />$ <br />1,575.00 <br />TOTAL <br />*$ <br />28,974.32 <br />$ <br />27,399.32 <br />$ <br />27,399.32 <br />*The amount of $33,375.00 includes $4,400.68 contingency for additional user license. <br />STRATEGIC PLAN ALIGNMENT <br />Approval of this item supports City's efforts to meet Strategic Plan Goal #4 — City Financial <br />Stability, Objective #1 (maintain a stable, efficient and transparent financial environment), <br />Strategy B (increase the accessibility of financial information on the City's website by creating <br />public viewing portals (i.e. City finances, budget processes, bid opportunities, etc.). <br />25J -2 <br />