Rules_for_Electronic_Bidding_.pdf

This document establishes the Rules for Electronic Receipt of Bids or Proposals adopted by the City of Edinburg, Texas, pursuant to Texas Local Government Code Section 252.0415. The rules govern the submission, security, and confidentiality of electronic bids and proposals for the City's procurement processes. All invitations to bid and requests for proposals are advertised and issued through the City's electronic service provider, with suppliers required to submit responses electronically at the designated address. A pre-proposal meeting for the Fountain Center Roof Rehabilitation project (RFP No. 2026-009) is scheduled for March 26, 2026, at 10:00 AM with optional virtual attendance via Zoom. The deadline for submitting written questions is March 31, 2026, at 3:00 PM, and sealed proposals must be received by April 7, 2026, at 3:00 PM, with public opening and bidder name announcement immediately following at City Hall. The project requires roof rehabilitation over approximately 11,000 square feet, including surface preparation, coating application, and polyurethane foam installation, with substantial completion required by July 16, 2026, and final completion by August 15, 2026.

The electronic bidding system employs encryption technology (SSL for internet transmission and AES for sensitive data), unique usernames and passwords for authorized users, and time-sensitive decryption mechanisms synchronized to atomic time to ensure bids remain sealed until after the deadline. All users and system access are logged for audit purposes, and only authorized City Purchasing staff with appropriate credentials can open electronic bids on or after the established due date. Hard copy paper bids, if received, are documented, uploaded to the system, and released simultaneously with electronic responses. The procurement is federally funded through the U.S. Department of Housing and Urban Development Community Development Block Grant (CDBG) Program, subjecting contractors to Davis-Bacon Act prevailing wage requirements. Bidders must be licensed by the State of Texas, possess demonstrated experience with three to six similar projects completed within the last five years, maintain appropriate surety bonding, and carry required insurance including Workers' Compensation and Comprehensive General Liability coverage at $250,000 per person/$500,000 per occurrence. Evaluation criteria include total price (50 points), prior experience (20 points), years in business (5 points), team and subcontractor resumes (5 points), reference letters (10 points), and past performance evaluations (10 points). For construction contracts exceeding $25,000, bidders must provide a 5 percent bid bond, 100 percent performance bond, and 100 percent payment bond, with all bidders required to be registered in the System for Awards Management (SAM) database and provide their Unique Entity Identification number.