Del Mar picks PlanetBids to digitize procurement

The City of Del Mar has chosen PlanetBids to move procurement from manual, email-based workflows to an electronic platform for solicitations and vendor management. The rollout gives the city a centralized system now, with room to add more modules later as needs grow.

Why it matters: - Del Mar is replacing manual procurement steps with a centralized electronic system that can reduce staff work, improve bid tracking and create a complete audit trail. - The change gives the city a more scalable process for a small staff that handles a decentralized purchasing model across multiple departments. - Vendors will have a clearer way to find opportunities, register and submit responses through one portal.

What happened: - The City of Del Mar selected PlanetBids to modernize its procurement operations. - The city purchased solicitation and vendor management solutions as an entry point into a fully electronic procurement management system. - Del Mar plans to add modules later for contract and insurance management if needed. - The city said it will use the platform for electronic submissions for RFPs and RFQs while keeping sealed construction bids in place until a future policy update.

The details: - Del Mar is a coastal community in San Diego County with about 4,000 residents and a lean municipal staff. - The city averages 10 to 15 solicitations per year across multiple departments. - Del Mar previously posted solicitations on its website and a free online listing service. - Construction bids were submitted as sealed hard copies, while professional services proposals arrived by email. - The new platform includes encrypted electronic submission, document requirement checks, Q&A management with automated notifications, addendum acknowledgment tracking and a complete audit trail. - Vendors cannot submit incomplete responses, which reduces manual review for city staff. - The city now has a public-facing vendor portal where contractors and service providers can register, choose notification categories, view open opportunities and submit bids. - The bid broadcast feature sends notifications to PlanetBids' California and national supplier network by commodity code. - Del Mar's procurement setup is designed to expand without disrupting the foundation already in place. - Del Mar is joining a strong PlanetBids market in San Diego County, where the Port of San Diego, San Diego International Airport, the City of San Diego, San Diego Unified School District and San Diego Community College District already use the platform. - The regional presence means many of Del Mar's contractors and consultants are already registered in PlanetBids and familiar with the system. - The city can also tap the broader PlanetBids vendor network to expand its bidder pool and competition.

Between the lines: - Del Mar's limited initial purchase suggests a cautious rollout rather than a full procurement overhaul all at once. - The modular approach lets the city test electronic workflows first and add more advanced tools later. - The platform choice also benefits from existing regional adoption, which can lower onboarding friction for vendors. - David DiGiacomo, CEO of PlanetBids, said the limited entry point was designed for agencies that want to start where they are and expand when ready.

What's next: - Vendors interested in working with the City of Del Mar can register in the new PlanetBids portal, view open opportunities and sign up for solicitation alerts. - Del Mar can add contract and insurance management modules later as internal comfort with the platform grows. - The city may eventually move to a full electronic process for construction bids after a policy update makes that transition practical.

The bottom line: - Del Mar is using a phased technology purchase to modernize procurement now without forcing a risky all-at-once transition.