(A) Opening of offers.
(1) Bids received in response to an invitation for bids must be opened publicly in the presence of at least one or more witnesses at the time and place designated in the invitation for bids.
(2) Proposals received in response to a request for proposals must be opened so as to avoid disclosure of the contents to competing offerors during the process of negotiation.
(3) Proposals received in response to a request for specifications may be opened as specified in the request for specifications.
(B) Electronic receipt of offers.
(1) The purchasing agent may receive electronic offers in response to an invitation to bid, request for proposals or request for specifications.
(2) A purchasing agent may only receive an electronic offer if:
(a) The solicitation includes the procedure for the electronic transmission of the offer; and
(b) The purchasing agency receives the offer on a fax machine or other system with a security feature that protects the contents of an electronic offer with the same degree of protection as provided to an offer not transmitted electronically.
(C) Cancellation of solicitation. When the purchasing agent makes a written determination that it is in the governmental body’s best interests, the purchasing agent may cancel a solicitation or reject all offers, provided that the solicitation included information concerning the possibility of and procedure for cancellation.
(D) Correction/withdrawal of bids. When the purchasing agent makes a written determination after a review of information available to him or her and within 48 hours of receipt of the bid or proposal that there has been an inadvertently erroneous bid or proposal, the purchasing agency may permit the correction or withdrawal of the bid, or cancel awards or contracts based on inadvertent bid or proposal mistakes; provided, however, the purchasing agency will not permit changes in bid prices or other provisions of a bid prejudicial to the interests of the governmental body or fair competition after bid opening.
(Ord. 2018-06, passed 12-27-18; Am. Ord. 2022-03, passed 3-1-22; Am. Ord. 2022-05, passed 4-19-22; Am. Ord. 2022-08, passed 7-19-22; Am. Ord. 2023-04, passed 4-4-23; Am. Ord. 2023-09, passed 11-8-23)