Res 1647 7/25/2023 Electronic Receipt of BidsRESOLUTION N0. I fo `l 7
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF CIBOLO, TEXAS RELATING TO ADOPTING
RULES FOR THE ELECTRONIC RECEIPT OF BIDS OR PROPOSALS; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City of Cibolo (the "City") is home rule municipal corporation; and
WHEREAS, the City desires to receive bids or proposals through electronic transmission under the
authority of Section 252.0415 of the Local Government Code, as amended; and
WHEREAS, the City desires to adopt rules for the submission of electronic bids or proposals to
ensure the identification, security and confidentiality of electronic bids and to ensure that the
electronic bids or proposals remain effectively unopened until the proper date and time, in
accordance with Section 252.0415 of the Local Government Code, as amended;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CIBOLO, TEXAS THAT:
SECTION 1
Pursuant to Section 252.0415 of the Local Government Code, as amended, the City hereby 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 date and time.
(a) All users of the electronic transmission system shall be assigned a unique user name and
password.
(b) 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 and what data the user accessed.
(c) Transmittal of data through the internet shall be encrypted. All sensitive data (sealed bid
responses, passwords, etc.) within the system shall be encrypted at the database level.
(d) 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.
(e) 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.
(f) The contents of supplier response submissions are not available during the bidding or
proposal process.
(g) Only a member of the City's Finance Department staff, with an authorized user account and
password, and only on or after the established due date and time, may open the electronic
bids or proposals. The system shall provide an audit trail of the staff member that unsealed
the proposals and a corresponding time stamp.
SECTION 2
The City's designated Procurement Specialist is responsible for ensuring that any system used for
the electronic receipt of bids or proposals required to be sealed pursuant to the current State law,
complies with the aforementioned rules and all other statutory requirements for competitive bids
or proposals.
SECTION 3
This resolution shall be and remain in full force and effect from and after the date of its passage,
approval and adoption until repealed, revoked, rescinded, amended or modified by appropriate
action of the City Council.
SECTION 4
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 5
The Mayor is hereby authorized to sign, and the City Secretary of the City Council is hereby
authorized to attest, this Resolution on behalf of the City Council and the City.
SECTION 6
This Resolution shall become effective upon its passage and adoption.
PASSED AND ADOPTED by the City Council of the City of Cibolo on the 25th day of July 2023.
ATTEST:
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Peggy Cimics, TRMC
City Secretary
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APPROVED: