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HomeMy WebLinkAboutResolution - 2004-R0197 - Resolution To Adopt And Implement Purchasing Procedure No. 3511-452 - 04_22_2004Resolution No. 2004-RO197 April 22, 2004 Item No. 32 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor and the City Council of the City of Lubbock hereby adopt and implement Purchasing Procedure No. 3511-452, establishing rules for electronic transmission of bids or proposals on behalf of the City of Lubbock. Said Procedure is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council this 22nd day of Appfl , 2004. GAL, MAYOR ATTEST: Rebe ca Garza, City Secretary APPROVED AS TO CONTENT: Victor Kilm n, Purchasing Manager APPROVED T O Richard K. Casner First Assistant City Attorney ke/ccdocs/ Procedure for eletronic bids.res April 7, 2004 Resolution No. 2004—R0197 PROCEDURE NO.: 3511-452 Page 1 of 1 Title: ELECTRONIC SEALED BIDS AND PROPOSALS April 22, 2004 GENERAL Electronic sealed bids and proposals shall be in accordance with Section 252.0415 of the Local Government Code requiring the identification, security, and confidentiality of electronic bids or proposals to remain effectively unopened until the proper time. Electronic reverse auctions shall be in accordance with Section 271.906 of the Local Government Code, as defined in Government Code Section 2155.062(d) requiring a real-time bidding process taking place during a previously scheduled Internet location with multiple suppliers, anonymous to each other, submitting bids to provide goods or services. ELECTRONIC BIDDING 2.1 Identification - Invitations to Bids and Requests for Proposals will be advertised and issued in the current manner. A notification will be added to bid terms and conditions stating vendors may submit responses electronically through the City's service provider at the appropriate electronic address listed. An automatic "e-mail return notification" shall be sent to the submitting vendor upon receipt of their bid or proposal. 2.2 Security - At specified bid closing time, a password -enabled employee in the Purchasing Department will open, download, and print all bids and the bid tabulation summary assembled by City's service provider. The printing operation shall occur in the controlled environment of the Purchasing Department. A bid submitted non -electronically within the bidding period shall be considered as per the bid and proposal document terms and conditions. All bids submitted electronically shall use the Advanced Encryption Standard (AES), a Federal Information Processing Standard (FIPS) that specifies a cryptographic algorithm for use by U.S. Government organizations to protect sensitive (unclassified) information. 2.3 Confidentiality - Bids shall remain effectively unopened and confidential until the specified time and date. Purchasing Department staff shall then read aloud all bid responses received by closing time and date to any interested parties present at the bid opening. After tabulation of bids or proposals, the City and/or the City's service provider shall post bid tabulation electronically. REVERSE AUCTIONS 3.1 Bidding Process - Reverse Auctions will be advertised and issued in the current manner as are Invitations to Bid and Requests for Proposals. A notification will be added to bid terms and conditions stating vendors may submit responses electronically through City's service provider at the appropriate electronic address listed. The reverse auction procedure as defined by the Texas Government Code means 1) a real-time bidding process usually lasting less than one hour and taking place at a previously scheduled time and Internet location, in which multiple suppliers, anonymous to each other, submit bids to provide the designated goods or services; or (2) a bidding process usually lasting less than two weeks and taking place during a previously scheduled period and at a previously scheduled Internet location, in which multiple suppliers, anonymous to each other, submit bids to provide the designated goods or services. 3.2 Multiple Bidders - Purchasing Staff along with its service provider shall ensure multiple, qualified bidders are available, interested and notified electronically or otherwise of any current reverse bidding opportunity. A notification shall be added to bid terms and conditions stating vendors may submit responses electronically through City's service provider at the appropriate electronic address listed. 3.3 Anonymous Bidders - City's service provider shall ensure the anonymity of all responding bidders through the assignment of a "Bidder Number" to the Vendor (as opposed to their Vendor name), which will be reflected on the service provider's web -site during the reverse auction bidding process. The web -site shall reflect all active Vendors bidding by a) the Vendor's assigned Bidder Number and b) their last entered bid price. After tabulation of bids, City's service provider shall post bid tabulation electronically.