HomeMy WebLinkAboutItem 17 - Electronic Bidding System CC ITEM #17
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER 13R
MEETING DATE: J U NE 4, 2013
SUBJECT: APPROVAL OF A RESOLUTION TO ADOPT RULES FOR THE
ELECTRONIC BIDDING SYSTEM
RECOMMENDATION:
City Council to consider a resolution approving the rules for the electronic receipt of
bids/proposals as presented in "EXHIBIT A".
BACKGROUND:
Chapter 252, Section 252.0415 (a) of the Texas Local Government Code provides
authority for cities to receive bids or proposals through electronic transmission if the
governing body oft municipality adopts rules t o e nsure 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.
The City is utilizing an online electronic bidding system, per the rules noted in"EXHIBIT A",
that is a web-based system that includes supplier registration and the option to integrate a
contract management application in the future. The system provides a more competitive
bidding environment by allowing the City to increase supplier participation in bids/proposals
for products and services.
Staff recommends approval.
BS
5/30/2013 (9-11:07 AM)
EXHIBIT A CC ITEM #17
CITY OF GRAPEVINE
RULES FOR THE ELECTRONIC RECEIPT OF BIDS/PROPOSALS
Pursuant tote Texas Local Government Code, Chapter 252, Section 252.0415
"Procedures for Electronic Bids or Proposals," the City of Grapevine formally adopts the
following rules to ensure the identification, security, and confidentiality of electronic bids/
proposals and to ensure that the electronic bids/proposals remain effectively unopened
until the proper time:
➢ All electronics le id data shall be stored in encrypted fields while the solicitation
is still available for supplier responses.
➢ Identity authentication: Each buyer and supplier user shall be required to use a
unique user account and password. Further, the City may request additional identity
information within an electronic bid event.
)0, The City shall have options for dictating password requirements/complexity.
➢ All data transmitted between end users and the system shall be encrypted using
standard Secure Sockets Layer technology.
➢ Passwords shall be stored in an encrypted format.
➢ User sessions shall be validated to prevent hijacking and expire after inactivity.
➢ Key buyer and supplier activities shall have the ability to be audited, such as
response submission or solicitation unsealing.
The City of Grapevine Administrative Services Department is responsible fore surin that
any system used fart electronic receipt of bids or proposals must comply with the City's
Purchasing Policy, current to law, and the aforementioned rules.
5/3092013 (9:11:07 AM)
CC ITEM #17
RESOLUTION NO. 'g�iagogitc,
0710011mG VSMAI
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, ADOPTING RULES FOR THE
ELECTRONIC BIDDING SYSTEM AND PROVIDING AN
EFFECTIVE DATE
WHEREAS, the City of Grapevine desires to continue using an automated software
system to receive bids or proposals through electronic transmission; and
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, priorto receiving bids or proposals through electronic transmission,the
Local Government Code requires the governing body("City Council")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 proposals
remain effectively unopened until the proper firne.
NOW, THEREFORE, BE IT RESOLVED BYTHE CITYCOUNCIL OF THE CITY OF
GRAPEVINE, TEXAS:
Section 1. That all matters stated in the above preamble are true and correct and
are incorporated herein as if copied in their entirety.
Section 2. That the City Council of the City of Grapevine, in accordance with the
Texas Local Government Code 252.0415 (a), hereby approves and adopts the rules
ensuring the identification, security, and confidentiality of electronic bids or proposals and
further ensuring that the electronic bids or proposals remain effectively unopened until the
proper time.
Section 3. That the City Manager, or his designee, is authorized to take all steps
necessary to implement the rules as noted in Exhibit "A" that are being followed now.
Section 4. That this resolution shall take effect from and after the date of its
passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 4th day of June, 20130
CC ITEM #17
APPROVED:
ATTEST;
APPROVED AS TO FORM:
RES. NO. 2