(A) Protection of offers prior to opening. The purchasing agent shall retain all offers received in a secure location prior to the date and time at which the offers will be opened in order to prevent disclosure of the contents prior to the opening of the offers.
(B) Unobstructed evaluation of offers.
(1) After offers have been opened, the purchasing agent shall be responsible for maintaining the offers in such a manner as to permit evaluation of the offers by the persons responsible for evaluating the offers.
(2) The purchasing agents shall maintain such offers in their own offices, as well as a duplicate set of records in the office of the Clerk-Treasurer.
(C) Public record status of bids. Bids submitted in response to an invitation for bids must be available for public inspection and copying after the time of the bid opening. Accepted bids with all necessary accompanying documentation will be kept for inspection in the designated cabinets.
(D) Register of proposals. The purchasing agent shall prepare a register of proposals for each request for proposals issued which shall contain information concerning the proposals available for public inspection and copying. Proposals may not be disclosed. A copy of the register will also be kept in the designated cabinet.
(E) Discussions with offerors responding to a request for proposals. The purchasing agent may conduct discussions with, and best and final offers may be obtained from, responsible offerors who submit proposals determined to be reasonably susceptible of being selected for a contract award.
(F) Delay of opening of offers. When the Town Council makes a written determination that it is in the town’s best interests, offers may be opened after the time stated in the solicitation. The date, time, and place of the rescheduled opening must be announced at the time and place of the originally scheduled opening.
(Prior Code, § 2.18.2) (Ord. 1998-6, passed 7-21-1998)