Title:
Title
Suspend Competitive Bidding and Authorize Request for Proposals Process (RFP) for the Purchase of Bicycle Racks (Two-Thirds Vote Required)
End
FileID
File ID: 2019-00665
Location
Location: Citywide
Recommendation:
Recommendation
Adopt a Resolution: 1) suspending competitive bidding in the best interest of the City; and 2) authorizing issuance of a Request for Proposals (RFP) to solicit vendors for the purchase of bicycle racks.
Contact: Andrew Hart, Transportation Program Analyst, (916) 808-6725; Jennifer Donlon-Wyant, Transportation Program Specialist, (916) 808-5913; Ryan Moore, City Traffic Engineer, (916) 808-6629, Department of Public Works
Body
Presenter: None
Attachments:
1-Description/Analysis
2-Resolution
Description/Analysis
Issue Detail: On April 2, 2019, City Council adopted an ordinance amending Chapter 5.18 and Chapter 10.76 of the Sacramento City Code regulating the Shared-Rideable Businesses. The staff report articulated that an increase in Shared-Rideable devices would increase the demand on the City’s limited bicycle parking. Therefore, included in the newly adopted fee structure is the parking and infrastructure fee which each vendor is required to pay in lieu of installing the bike parking themselves. The City will procure and install bike racks using these funds.
The standard City process for purchasing commodities, such as bike racks, is through a competitive bid process, awarding the purchase order to the lowest bidder. To ensure the procured bike racks will be of high quality, are cost effective, meet city standards, and provide flexibility in storing, transporting, and installing the racks, staff recommends using a Request for Proposals (RFP) process for selection of bike rack vendors. This will still be a competitive process. The RFP will be posted and advertised publicly on the City’s procurement website. Staff plans to select multiple vendors for a not-to-exceed amount contingent upon receipt of revenue from the Shared-Rideable program. The purchases will take place over the course of no more than three years without returning to City Council for future approval. Staff will return to City Council for approval to award any resultant bike rack purchase of $100,000 or more.
Policy Considerations: Using the RFP process instead of the City’s standard low bid process requires a suspension of the standard bid process. City Code Section 3.56.230(c) authorizes the City Council to suspend competitive bidding for the purchase of supplies when, upon a two-thirds vote, the City Council determines it is in the best interests of the City to do so. City staff recommends it is in the City’s best interest to suspend competitive bidding for the purchase of bike racks because it allows staff to select the most appropriate product to meet the City’s varied bike rack needs. The product with the lowest cost may not best fit the needs and could result in greater expenses in maintenance over the expected life of the product.
Economic Impacts: None
Environmental Considerations:
California Environmental Quality Act (CEQA): Issuing an RFP is an administrative activity that does not constitute a “project” as defined by section 15378 of the California Environmental Quality Act (CEQA) Guidelines and is otherwise exempt pursuant to sections 15061(b)(3); 15378(b)(2).
Sustainability Considerations: This project is consistent with Sustainability Master Plan goals to help improve health of residents by promoting bicycling and scootering. This project will also reduce dependence on the private automobile, decrease the use of fossil fuels, and help meet air quality standards by providing an array of transportation choices near jobs for a balanced, healthy city.
Commission/Committee Action: None.
Rationale for Recommendation: In an effort to procure the best bike racks to meet the City’s given needs, which can fluctuate based on location and setting, the RFP process will allow staff to select a bench of vendors who are able to provide high quality bike racks to meet the city’s growing need for bicycle and scooter parking.
Staff recommends suspension of competitive bidding in the best interests of the City due to the RFP benefits mentioned above. Accordingly, staff is seeking City Council authorization for selection of a vendors through use of a Request for Proposals process instead of the low bidding process specified in City Code Chapter 3.56.
Financial Considerations: The recent updates to the Shared-Rideable program will provide a new funding stream for bike rack procurements to support the shared bikes and shared scooters operating in the City. Staff plans to select multiple vendors for a not-to-exceed amount contingent upon receipt of revenue from the Shared-Rideable program.
Local Business Enterprise (LBE): A five percent point advantage will be awarded to vendors who qualify as a Local Business Enterprise during the scoring process.