R-2023-001 - 1/12/2023 RESOLUTION NO. R-2023-001
WHEREAS, the City of Round Rock (the "City") is authorized by Texas Local
I
Government Code §252.0415 to receive bids or proposals through electronic transmission if the
City Council adopts rules to ensure the identification, security and confidentiality of electronic
bids or proposals and to ensure that they remain effectively unopened until the proper time; and
WHEREAS,the City is authorized by Texas Local Government Code§271.906 to conduct
reverse auctions if the City Council adopts in its procedures a notice provision necessary to
produce a method of purchasing that is advantageous to the City and fair to vendors; and
WHEREAS,the City Council desires to adopt the rules and procedures for electronic bids
or proposals and reverse auctions as set forth in Exhibit "A" ("City of Round Rock Electronic
Bidding and Reverse Auctions Policy"), attached hereto and made a part hereof, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK,
TEXAS,
That the rules and procedures for the electronic bids or proposals and reverse auctions as
set forth in Exhibit"A" ("City of Round Rock Electronic Bidding and Reverse Auctions Policy"),
attached hereto and made a part hereof for all purposes, are hereby adopted.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted and was posted and that such meeting
was open to the public as required by law at all times during which this Resolution and the subject
matter hereof were discussed, considered and formally acted upon, all as required by the Open
Meetings Act, Chapter 551,Texas Government Code, as amended.
RESOLVED this 12th day of January, 2023
0 112.20222;4855-7615-3668
CR G , Mayor
City of roundoock, Texas
ATTEST:
An,
MEAGAN SPI KS, City[Clerk
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EXHIBIT
„A„
City of Round Rock Electronic Bidding
and Reverse Auctions Policy
A. Electronic Bidding
Electronic sealed bids or proposals shall be processed in accordance with Section
252.0415(a) of the Local Government Code requiring the identification, security, and
confidentiality of electronic bids or proposals received by the City of Round Rock, Texas
("City"). All electronic bids or proposals shall remain effectively unopened until the date
and time denoted in the solicitation documents.
The procedures for electronic procurement are outlined below.
i. Identification: Invitations for Bid or Requests for Proposals and other formal
solicitations shall be advertised and issued in accordance with statutory
requirements. A notification will be added to solicitation terms and conditions
instructing Respondents to submit responses electronically through the City's
eBidding platform. An automated "submission receipt" email will be sent to the
submitting Respondent's established email upon receipt of their bid or proposal.
Respondents will be required to enter specific usernames and passwords into the
eBidding platform repository. Respondents will only be able to view their own
documents and will not be able to view the identity or submissions or the other
Respondents.
ii. Security: At the published time and place a password-enabled purchasing
employee or their designee will electronically unseal all responses. A sealed bid
or proposal that is submitted non-electronically may be accepted at the sole
discretion of the City but must arrive at the published location on or before the date
and time listed in the solicitation.
iii. Confidentiality: Purchasing staff or their designee will read aloud all bid responses
(Bidders' names and total amount bid) or proposal responses (Respondents'
names only) that are received by the closing time and date to any interested parties
present at the bid or proposal opening. After the bid opening is complete, staff will
review the offers for responsiveness and post an electronic bid tabulation.
B. Reverse Auctions
Electronic reverse auctions, as defined in Section 2155.062 of the Government Code,
shall be conducted in accordance with Section 271.906 of the Local Government Code
consisting of a real-time bidding process taking place on an eBidding platform during a
previously scheduled time with multiple suppliers, anonymous to each other, submitting
bids to provide goods or services.
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The procedures for reverse auctions are outlined below.
i. "Real-Time" Bidding Process: Reverse Auctions will be advertised in the current
manner as are Invitations for Bids and Requests for Proposals. A notification will
be added to the bid terms and conditions stating Respondents may submit
responses electronically through the City's eBidding platform. The real-time
bidding process will usually take less than one hour but can take up to two weeks
and shall take place on the City's eBidding platform during a scheduled period of
time.
ii. Multiple Bidders: Purchasing staff or their designee shall ensure multiple qualified
bidders are available, interested, and notified electronically of any current reverse
bidding opportunity. A notification will be added to the bid terms and conditions
stating bidders should submit responses electronically through the eBidding
platform using the hyperlink provided.
iii. Anonymous Bidders: The City's selected eBidding platform shall insure the
anonymity of all responding bidders through the assignment of a "bidder number"
to the supplier (as opposed to the Respondent's name) which will be reflected on
the eBidding platform website during the reverse auction process, The eBidding
platform website will reflect all active bids by the assigned bid number and their
last entered price. After the bid process is complete Purchasing staff or their
designee will post a bid tabulation.
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