HomeMy WebLinkAboutItem 10 - Electronic Receipt of Bids and ProposalsMEMO TO:
FROM:
MEETING DATE:
SUBJECT:
RECOMMENDATION:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
ROGER NELSON, CITY MANAGER ,'/
APRIL 16, 2002
APPROVAL OF A RESOLUTION TO ESTABLISH RULES FOR
THE ELECTRONIC RECEIPT OF BIDS AND PROPOSALS
City Council to consider a resolution to establish rules for the electronic receipt of bids
and proposals as required by the 77th session of the Texas Legislature.
FUNDING SOURCE:
Not Applicable
BACKGROUND:
The 77" session of the Texas Legislature made several changes in relation to
procurement issues for municipalities in Texas. One of the changes that staff
recommends adopting, the electronic receipt of bids, requires that the governing body of
the municipality adopt specific rules to insure the identification, security, and
confidentiality of bids and proposals.
Staff believes that the electronic issue and receipt of bids and proposals will be of
considerable benefit to the City in administrative cost savings of time and material. If
Council approves the Resolution, staff proposes adoption of the attached administrative
policy covering electronic bidding procedures.
Allowances will be made for local vendors who may not have internet access such that
no hardships are created.
Staff recommends approval.
April 1, 2002 (8:49AM)
C)CITY OF GRAPEVINE SECTION
�
ADMINISTRATIVE POLICY I NUMBER 1 1.0
SUBJECT: ELECTRONIC BIDDING PROCEDURES PAGE 1 1 OF 2
PREPARED BY: Purchasing EFFECTIVE DATE 1 04-16-02
The purpose of this policy is to provide guidelines in developing and administering an
electronic bidding procedure for the city of Grapevine. The Purchasing Division of the
Administrative Services Department will coordinate, oversee, and promote these
procedures.
A. Staff Responsibility
1. The basic requirements of the electronic commerce process must be
developed into a comprehensive program, which will include all City
Departments and Divisions. The purchasing division will be responsible for
t training City Department users on the use for the electronic commerce web
site.
2. Each City Department will be responsible for submission of the department's
purchase request into the electronic system and having the request approved
through the system. The department will also be responsible for posting
quotations on the system between a dollar value of $3,000 and
$24,999.99.
3. Each Department Director or the Director's designee will be responsible for
identifying each employee in the department authorized to utilize the
electronic system and any limitations set for use of the system. The Director
or the Director's designee will also be responsible for identifying any primary
and alternate approval level that must approve each electronic purchase
requisition.
4. Each City Department will be responsible for any administrative charges or
processing fees incurred by use of the electronic system by that department.
CITY OF GRAPEVINE SECTION
"MINISTRATIVE POLICY NUMBER 1.0
SUBJECT: ELECTRONIC BIDDING PROCEDURES PAGE I 1__OF 2
PREPARED BY: Purchasing EFFECTIVE DATE 1 04-16-02
B. Purchasing Responsibility
1. The Purchasing Agent will be responsible for identifying and contracting for
an Internet vendor to use as the City's Internet Portal for E-commerce
transactions including electronic processing of purchase requests,
bid/response notifications and processing, purchase orders, receiving
capabilities and the electronic processing ofinvoices and payments.
2. The PU[ChOSiOg Division will be responsible for monitoring the e-commerce
site to insure the timely processing Of QU pu[ChOSB requests.
3. The Purchasing Division will be responsible for posting all bids in excess Of
$25,000 on the e-commerce web site.
4. The Purchasing Division will be responsible to insure that the E-commerce _
vendor maintains a secure Internet portal for processing all bids. The E'
cOrOnOerCe VBOd0r OlUSt be able to insure the following for bids that are in
excess of $25,(}{}(}:
A. That bids are available to all V8OdO[S who have n8giSt8[8d for the
commodity Or COnlrO0diti8S that are being bid.
B. That the E-commerce vendor does not have any interest inthe bid other
than hosting the e-commerce site for the purpose of soliciting bids.
C. That the E-cOnlrO8[ce vendor will not divulge any information to any
individual about any bid posted ontheir system until the bid has opened.
D. That the E-commerce site provides a secure Internet site capable Of
keeping all vendor information undisclosed to other vendors until the bid
opening date and time set by the City ofGrapevine.
E. That the E-commerce site includes the ability toset Gdate and time for
the start and ending of the bid process.
F. That the E-commerce site will provide historical reporting information
about all bids and purchase orders processed through their system and
that all records will be in compliance with the City of Grapevine's record
retention policy.
0
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, MAKING FINDINGS OF CERTAIN
FACTS RELATIVE TO THE ADOPTION OF RULES FOR THE
ELECTRONIC RECEIPT OF BIDS AND PROPOSALS AND
PROVIDING AN EFFECTIVE DATE
WHEREAS, the City of Grapevine desires to establish rules for the electronic receipt
of bids and proposals; and
WHEREAS, City staff has proposed specific rules for the electronic receipt of bids
and proposals through administrative policy.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL 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 authorizes City Staff to
establish specific rules for the receipt of bids and proposals under an administrative policy.
Section 3. That the City Manager, or his designee, is authorized to take all steps
necessary to establish the administrative policy.
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 16th day of April, 2002.
ATTEST: