Agenda Packet_2022-03-01 - Laserfiche WebLink

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Amend City Manager Contracting Authority, Procurement Requirements for Non-Public Works and Public Works Contracts and Public Works Construction Rules and Regulations March 1, 2022 Page 5 2 4 6 4 During April 2021, staff called 400+ Santa Ana businesses registered with Planet Bids. Businesses were invited to participate in the upcoming virtual workshop, which included training on how to register in the City’s bid management system. On July 22, 2021, the City conducted a virtual workshop to show Santa Ana businesses how to submit bids to the City. Staff also expanded the information presented on the “Doing Business with the City” webpage on the City’s website to include the video and updated FAQs. The City’s bid platform, Planet Bids, allows the City to solicit bids by invitation only based on geographic location, with direct communications going to those vendors. The City’s Buyers encourage departments to solicit informal bids from local vendors whenever practical. When departments ask the Buyers where to procure goods or services, the Buyers respond with Santa Ana vendors first. Finally, as part of the formal bid process, Buyers use Planet Bids to contact local vendors if they have not submitted a bid three days prior to bid closing. Housekeeping Adjustments Revisions are proposed to Section 2-748 and Section 2-800 thru 2-803 (Article VII.11 Purchasing Rules and Regulations of the Santa Ana Municipal Code clarifying the City’s current practice and additional clean-up language, which is administrative in nature. Specifically, additional language regarding how the City Manager’s contract authority is applied on both a fiscal year and department basis. Multiple Departments can enter into a contract with the same vendor who may or may not be providing different type of services. Splitting of contracts for avoiding the City purchasing requirements is prohibited. The rationale is the City Council authorizes a new budget each Fiscal Year and through that budget provides policy direction on the work it desires the City Manager to complete. FISCAL IMPACT There is no quantifiable fiscal impact associated with the proposed ordinance. However, the City would be able to utilize staff resources more efficiently for other public services. City Council 24 –5 3/1/2022