HomeMy WebLinkAboutRES 1989-030 RESOLUTION NO. 89-30
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
�� '° OF GRAPEVINE, TEXAS, AUTHORIZING AND
ESTABLISHING PROCEDURES FOR NEGOTIATING
COMPETITIVE SEALED PROPOSALS FOR HIGH
,��,� TECHNOLOGY PROCUREMENTS AND PROVIDING AN
EFFECTIVE DATE
WHEREAS, �252. 041 (b) , Tex. Loc. Gov. Code (Vernon) , as
amended, provides for the use of competitive sealed proposals for
high technology procurements.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF GRAPEVINE, TEXAS:
Section 1 . That all the matters stated in the preamble of
this resolution are true and correct and are hereby incorporated
into the body of this resolution as if copied in their entirety.
Section 2 . That procedures for negotiating competitive
sealed proposals for high technology procurements are hereby
established. A true and correct copy of said high technology
procurement procedures is attached hereto and incorporated herein
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for all intents and purposes as Exhibit "A" .
Section 3. That this resolution shall become effective from
� and after the date of its passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 5th day of September , 1989 .
APPROVED:
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.�-,��•-�=�`7-'"/�`L C�c
William D. Tate
Mayor
ATTEST:
inda Huff
City Secretary
�`` APPROVED AS TO FORM:
Adrienne C. Leonard
City Attorney
EXHIBIT "A" , PAGE 1 OF 3
TO RESOLUTION NO. 89-30
HIGH TECHNOLOGY PROCUREMENT PROCEDURES .
�' '� 1 . CONDITIONS FOR USE: A contract may be entered into by
competitive sealed proposals for high technology
procurements when it is determined that the use of
��� competitive sealed bidding is either not practicable or not
advantageous to the City. The term "high technology
procurement" means the procurement of equipment, goods or
services of a highly technical nature, including but not
limited to: information processing equipment, software and
firmware used in conjunction with information processing
equipment, telecommunications equipment, radio and microwave
systems, electronic distributed control systems (including
building energy management systems) as well as technical
services related to such equipment and goods.
2. REQUEST FOR PROPOSAL: Proposals shall be solicited
through a Request for Proposal.
3. PUBLIC NOTICE: Adequate public notice of the Request
for Proposal shall be oiven in the same manner as provided
in s. 252.041(b), Tex. Loc. Gov. Code (Vernon), as amendeci,
for Competitive Sealed Bids.
4. RECEIPT OF PROPOSALS: Froposals shall be opened so as
to avoid disclosure of contents to competing offerors and
kept secret during the process of negotiation. All
� proposals that have been submitted shall be opened for
public inspection after contract award. However, trade
�:.�} secrets and confidential information contained in the
proposals shall not be open for public inspection.
5. EVALUATION FACTORS: The Request for Proposal shall
state the relative importance of price and other evaluation
factors that will be considered in awarding the contract.
6. DISCUSSION WITH RESPONSIBLE OFFERORS AND REVISIONS TO
PROPOSALS: Discussions may be conducted with offerors who
submit proposals determined to be reasonably qualified for
selection for award, for the purpose of clarification to
assure full understanding of, and responsiveness to, the
solicitation requirements. Revisions to a proposal of such
an offeror may be made in accordance with these Procedures
" and State Law. Discussion will be conducted as provided in
the Request for Proposal and the following regulations:
A. Clear Proposal Established: Proposals will set out
in clear, distinct lanouage the requirements of the
proposal. Any conditions, oddities and evaluation -
factors niust be included in the proposal.
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EXHIBIT "A" , PAGE 2 OF 3
TO RESOLUTION NO. 89-30
B. Criteria for Selection of Responsible Offerers:
The offerors chosen shall have been evaluated on
� the offered price and the criteria and pertinent
factors outlined in the proposal.
�,�,, C. Revision Techniques: Revisions will be conducted
in accordance with ethical business standards to
provide fair and equal treatment of
competitors. Auction techniques shall be
prohibited. The price or other aspects of
proposals submitted by one offeror shall not be
disclosed to competing offerors during the process
of negotiation. �
D. Submission of Final Offers: Once all
clarifications have been addressed, the offeror
must submit, in writing, its final offer within
thirty (30) days of the final revision session or
as specified in the Request for Proposal or as
agreed upon in the revision sessions.
E. Revision Sessions:
1 . For a purchase request directed through the
Purchasing Division, each revision session
held shall consist of a representative(s) of
the Purchasing Division, a representative(s)
� '" of the using department or someone _chosen by
that department plus other personnel as deemed
;��, necessary by the Purchasing Division. The
revision sessions shall be chaired by a
representative(s) of the Purchasing Division.
Notes of the session shall be recorded,
mechanically or by dictation, so as to
alleviate the possibility of error or
misunderstanding. Transcripts af each
session shall be distributed to each
participant in attendance at each session.
Any corrections in the transcript are to be
the first item on the agenda for the next
� session. No discussion of errors or �
misunderstandin;s shall take place outside the
revision sessions between City of Grapevine
personnel and the offeror.
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EXHIBIT "A" , PAGE 3 OF 3
TO RESOLUTION NO. 89-30
2. For purchase requirements directed through
�,�x�
departments other than purchasing, the
department shall establish a committee of `
interested persons. Procedures for the
revision sessions are to be outlined in the
Request for Proposal.
7. AWARD: The award shall be made to the responsible
offeror whose written proposal is determined to be the most
advantageous to the City taking into consideration price and
the evaluation factors set forth in the Request for
Proposal.
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