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Meeting Date:
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3/15/2023 - 3:30 PM
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Category:
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Consent Calendar
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Type:
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Action
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Subject:
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11.24 BUSINESS: Multi-Year Agreement With PlanetBids, Incorporated for an Innovative eProcurement Solution (funded through the General Fund in the amount of $66,799.82)
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Strategic Plan:
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Enclosure
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File Attachment:
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Summary:
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The Perris Union High School District (PUHSD) would like to enter into an Agreement with PlanetBids, Inc. for an online procurement solution that will not only assist with contract and vendor management but will digitize the District’s bidding process allowing vendors to submit bids electronically while keeping the District in compliance with bidding regulations. The software offered by PlantBids will enable the District to bid electronically via the platform. This includes maintaining communication with all interested parties in one platform, making all transactions transparent, accessing a vast selection of approved vendors, facilitating the process for vendors, allowing for virtual bid openings, and more. Having the ability to do this will allow for a more competitive process, as submitting bids electronically will provide easier access for vendors and more bid responses for the District.
Additionally, the PlanetBids software includes the ability to enter into, track, and manage contracts and vendor insurances, making the entire process seamless from bid to award. Another module the District would have access to is the Prequalification Management related to the California Uniform Construction Cost Accounting Act (CUPCCAA). Per CUPCCAA Code 22034, the public agency shall maintain a list of qualified contractors, identified according to categories of work. This list should be updated annually. The District’s participation in the CUPCCAA Commission requires compliance with CUPCCAA Code 22034. PlanetBids offers the ability to do so in its platform, keeping all vendor management requirements in one place.
The term of this Agreement shall be for three (3) years from July 1, 2023, through June 30, 2026, with the option to renew for two (2) additional one-year terms. The total cost for this Agreement is $66,799.82 for three (3) years. Should the District decide to extend the contract with PlanetBids, Year 4 will be charged at $21,635.99 and Year 5 at $22,285.07; this reflects a three (3) percent increase each year.
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Funding:
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The cost for this item will be included in the 2023-24, 2024-25, and 2025-26 operating budgets, funded through the General Fund.
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Recommendation:
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It is recommended that the Board of Trustees approve the Multi-Year Agreement with PlanetBids, Incorporated for an innovative eProcurement solution.
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Approvals:
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Recommended By:
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Signed By:
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Sylvia Hinojosa - Director - Purchasing
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Signed By:
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Joseph Williams - Executive Director - Technology
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Signed By:
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Candace Reines - Deputy Superintendent
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Signed By:
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Grant Bennett - Superintendent
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Vote Results:
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| Original Motion | | Member David Nelissen Moved, Member Steve Campos seconded to approve the Original motion 'It is recommended that the Board of Trustees approve the Multi-Year Agreement with PlanetBids, Incorporated for an innovative eProcurement solution.'. Upon a Roll-Call Vote being taken, the vote was: Aye: 5 Nay: 0. | | The motion Carried 5 - 0 | | | | | David Nelissen | Yes | | Anthony T. Stafford, Sr. | Yes | | Edward Garcia, Jr. | Yes | | Elizabeth Vallejo | Yes | | Steve Campos | Yes | |
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