Laserfiche WebLink
Finance and Management Services <br />www.santa-ana.org/finance <br />Item # 8 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br /> Staff Report <br />July 15, 2025 <br />TOPIC: eProcurement Bidding Platform Module Services <br />AGENDA TITLE <br />Agreement with PlanetBids, LLC for eProcurement Bidding Platform Module Services <br />(Specification No. 25-045) (General Fund and Non-General Fund) <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute an agreement with PlanetBids, LLC to provide <br />eProcurement Bidding Platform Module Services in an amount not to exceed $159,635, <br />for a term beginning July 15, 2025 and expiring June 30, 2028, with provisions for one <br />(1), one-year extension (Agreement No. A-2025-XXX). <br />GOVERNMENT CODE §84308 APPLIES: No <br />DISCUSSION <br />The Finance Department’s Purchasing Division oversees centralized procurement for the <br />City of Santa Ana, ensuring that all solicitations and contract awards are conducted in a <br />responsive, fair, and impartial manner. In 2021, the City entered into an agreement with <br />PlanetBids, LLC to streamline the procurement solicitation process. By implementing the <br />Bid Management Module Services, the City has achieved a more efficient and transparent <br />method for online advertising, monitoring, and awarding formal and informal bids and <br />proposals. There are currently over 12,000 vendors subscribed to the City’s designated <br />platform, including 2,000-plus self-certified small or local vendors in the Orange County <br />area. Vendor registration is easy and free, and allows businesses to receive real-time <br />notifications of City bidding opportunities and updates. <br />The PlanetBids, LLC platform provides a central repository for all material, professional <br />services, non-public works, and public works project solicitations, and employs real-time <br />notifications of requests for bids and proposals, as well as addenda notification, custom <br />emails, and online Q&A management. The set of modules to be utilized are: Vendor <br />Management, Bid Management, Bid Spec Library, and Emergency Operations. The <br />contract also allows for the future addition of the Project Evaluation module to support <br />best practices during the evaluation phase of solicitations.