HomeMy WebLinkAboutRES 061317-N - Rules Electric Bid AcceptanceRESOLUTION NO. O I' 1-1- �J
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GEORGETOWN, TEXAS, APPROVING RULES FOR THE ELECTRONIC
RECEIPT OF BIDS OR PROPOSALS; PROVIDING A SEVERABILITY
CLAUSE; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, Chapter 252, Section 252.0415(a) of the Texas Local Government Code
provides authority for a municipality to receive bids or proposals through electronic
transmission; and
WHEREAS, prior to receiving bids or proposals through electronic transmission, the
Local Government Code requires the governing body of the municipality to adopt rules ensuring
the identification, security, and confidentiality of electronic bids or proposals; and
WHEREAS, said rules must further ensure that the electronic bids or proposal remain
effectively unopened until the proper time.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
GEORGETOWN, TEXAS:
SECTION ONE: The facts and recitations contained in the preamble of this resolution are
hereby found and declared to be true and correct, and are incorporated by reference herein and
expressly made a part hereof, as if copied verbatim.
SECTION TWO: The City Council of the City of Georgetown, Texas, in accordance with the
Texas Local Government Code 252.0415 hereby approves the rules attached hereto as Exhibit "A"
for ensuring the identification, security, and confidentiality of electronic bids or proposals and
further ensuring that the electronic bids or proposal remain effectively unopened until the proper
time.
SECTION THREE: If any provision of this Resolution or application thereof to any person or
circumstance, shall be held invalid, such invalidity shall not affect the other provisions, or application
thereof, of this Resolution which can be given effect without the invalid provision or application, and
to this end the provisions of this Resolution are hereby declared to be severable.
SECTION FOUR: The Mayor is hereby authorized to sign this Resolution and the City
Secretary to attest. This Resolution shall become effective upon its adoption.
100009313 / v / / PURCHASING / POLICIES / (unknown)}
Rules Governing Electronic Bid Acceptance Page 1 of 3
Resolution Na, Olo 1' S1 "1 -1J
Approved: (o_, 2017
PASSED AND APPROVED on the V� day of Tk-�� , 2017.
ATTEST:
Shelley Naw!' tCity Secretary
APPROVED AS TO FORM:
Charlie McNabb
City Attorney
100009313 / v / / PURCHASING / POLICIES / (unknown)}
CITY OF GEORGETOWN, TEXAS
By: Clk �2�
Dale Ross, Mayor
Rules Governing Electronic Bid Acceptance Page 2 of 3
Resolution No.
Approved: l P ala .2017
EXHIBIT A
CITY OF GEORGETOWN
RULES FOR THE
ELECTRONIC RECEIPT OF BIDS OR PROPOSALS
Pursuant to the Texas Local Government Code, Section 252.0415 "Procedures for Electronic Bids
or Proposals", the City of Georgetown adopts the following rules to ensure the identification,
security, and confidentiality of electronic bids or proposals and to ensure that the electronic bids
or proposals remain effectively unopened until the proper time.
1. All users of the system shall be assigned a unique user name and password.
2. Access to the system by authorized users shall be logged and tracked for audit purposes in
order to record when any user has accessed the system.
3. Transmittal of data through the internet shall be encrypted using Standard Sockets Layer (SSL)
technology. All sensitive data (sealed bid responses, passwords, etc.) within the system shall
be encrypted at the database level.
4. All bids or proposals submitted shall be protected using a time -sensitive mechanism that allows
the data to be decrypted only after the due date and time.
5. The system shall be synchronized to an atomic clock (U.S. Nuclear Time) to ensure exact
recording of the due date and time, and the receipt of date and time, of each submission.
6. The contents of supplier response submissions are not available during the bidding process.
7. Only Purchasing staff, with an authorized user account and password, and only on or after the
established due date and time, can open the electronic bids or proposals. The system shall
provide an audit trail of who unsealed the proposals and a corresponding time stamp.
8. The City of Georgetown will determine when and what information is released to the public
pursuant to Texas law.
The Purchasing Manager is responsible for ensuring that any system used for the electronic receipt
of bids or proposals with an estimated value of more than $50,000, or as defined by current State
law, complies with the aforementioned rules and all other statutory requirements for competitive
bids or proposals.
(00009313 / v / / PURCHASING / POLICIES / (unknown))
Rules Governing Electronic Bid Acceptance Page 3 of 3
Resolution No. Okpt31-7—N
Approved: U113.2017