R-2427-7-05RESOLUTION NO. 2427-7-05(R)
' A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ADOPTING PROCEDURES FOR ELECTRONIC BIDS OR
PROPOSALS AND REVERSE AUCTIONS; AND PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, the City of Allen, Texas, is authorized by TEX. LOC. Gov'T CODE §252.0415 to receive bids or
proposals through electronic transmission if the City Council adopts rules to ensure the identity, security and
confidentiality of electronic bids or proposals and reverse auctions, and to ensure that the electronic bids or
proposals remain effectively unopened until the proper time; and,
WHEREAS, the City Council desires to adopt the procedures for electronic bids or proposals and reverse
auctions as set forth in Exhibit "A" attached hereto.
NOW, THEREFORE, BE ff RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALLEN,
COLLIN COUNTY, TEXAS, THAT:
SECTION 1. The procedures for the electronic bids or proposals as set forth in Exhibit "A" attached hereto
and made a part hereof for all purposes is hereby adopted.
SECTION 2. The City Manager is hereby authorized to receive bids or proposals and reverse auctions
through electronic transmissions on behalf of the City of Allen according to procedures set forth in Exhibit
"A" attached hereto.
' SECTION 3. This resolution shall become effective immediately from and after its passage.
DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ON THIS THE 26rn DAY OF JULY, 2005.
APPROVED:
Step en Terrell, MAYOR
ATTEST:
V Y �
Shelley B. Geo , TRMC, C SECRETARY
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EXIMIT "A"
ELECTRONIC PROCUREMENT
POLICY AND PROCEDURES
I. POLICY STATEMENT
Electronic sealed bids or proposals shall be in accordance with Section 252.0415(a) 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 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.
R. PROCEDURES
A. Electronic Bidding
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 should submit responses electronically through City's service provider at the
appropriate electronic address listed. An automatic "e-mail return notification" will be sent to
' the submitting vendor upon receipt of their bid or proposal.
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 will occur in the controlled
environment of the Purchasing Department where purchase order equipment is currently
located. By law a bid that is submitted non -electronically will be accepted and then entered
electronically by Purchasing after bid opening as stated in bid and proposal document terms
and conditions.
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3) Confidentiality --Purchasing staff will 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, staff will post bid tabulation electronically with a qualifying statement:
"The tabulation listing of a bid should not be construed as a comment on its responsiveness or
an indication that the City accepts such bid as responsive. After evaluating bids or proposals,
the City will post tabulation and award information on the City Purchasing Department's web
site and through its Internet service provider."
RESOLUTION NO. 2427-7-05(R), Page 2
B. Reverse Auctions
' 1) "Real-time" 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 should submit responses electronically
through City's service provider at the appropriate electronic address listed. The real-time
bidding process will usually last up to one (1) hour, or normally up to two (2) weeks, and
taking place during a previously scheduled period and scheduled Internet location.
2) Multiple Bidders—Purchasing Staff along with its selected Internet Service Provider shall
insure multiple, qualified bidders are available, interested and notified electronically or
otherwise of any current reverse bidding opportunity. A notification will be added to bid
terms and conditions stating vendors should submit responses electronically through City's
service provider at the appropriate electronic address listed.
3) Anonymous Bidders --City's selected Internet Service Provider (ISP) shall insure 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 ISP's web -site
during the reverse auction bidding process. The ISP web site will reflect all active Vendors
bidding by a) the Vendor's assigned Bidder Number and b) their last entered bid price. After
tabulation of bids, staff will post bid tabulation with the same qualifying statement as
expressed in Section B, A (3).
RESOLUTION NO. 2427-7-05(R) Page 3