The invitation to bid must include all of the following:
(A) A purchase description;
(B) A statement that bids will be accepted by means of a reverse auction process;
(C) A description of all contractual terms and conditions that apply to the purchase, including the requirement of a noncollusion affirmation by the successful bidder;
(D) The criteria that will be used by the purchasing agency to pre-qualify bidders to determine whether a bidder is responsive and responsible;
(E) The information and other documentation required to be submitted for pre-qualification, including a certified check or other evidence of financial responsibility;
(F) The location and manner in which bidders must submit information for pre-qualification, the deadline for submission of such information, and the deadline by which the Council will determine whether a bidder is pre-qualified;
(G) The location, including any websites, at which the invitation to bid may be inspected and copied or copies may be obtained, including, if a third party is conduction the reverse auction, the procedures to be used by the third party to conduction the reverse auction;
(H) A statement as to whether a third party is conducting the reverse auction on behalf of the town;
(I) A statement that offers submitted by pre-qualified bidders will only be received through the town’s secure website; or if a third party is conducting the reverse auction on behalf of the town, through the third party’s secure website;
(J) The date and time at which the reverse auction bidding period will commence and the approximate length of time for which the reverse auction will be conducted, allowing automatic extensions based upon resulting competitive activity;
(K) The deadline by which pre-qualified bidders must submit an initial price to a secure website for the purposes of establishing a bidder’s participation and initial ranking at the commencement of the reverse auction bidding period;
(L) A statement explaining that the bidding period during which the reverse auction is conducted may be extended based upon competitive activity, at pre-determined periods determined by the purchasing agency;
(M) A statement identifying the circumstances under which the reverse auction may be postponed, paused, rescheduled or cancelled;
(N) The place and approximate time at which, following the close of the bidding period, offers will be reviewed publicly by an authorized representative of the purchasing agency in the presence of one or more witnesses;
(O) A statement that the third party conducting the auction on behalf of the town, will collect a service charge from the successful bidder for its participation in the reverse auction;
(P) The name, address and telephone number of a representative of the purchasing agency who can provide additional information related to the reverse auction;
(Q) If a third party is conducting the auction on behalf of the town, the name, address and telephone number of a representative of the third party who can provide additional information related to the reverse auction, including the mandatory training required of all pre-qualified bidders as a condition of participating in the reverse auction; and
(R) The conditions under which the invitation to bid may be cancelled or postponed in accordance with I.C. 5-22-18-1.
(Res. 2007-24, passed 11-12-2007)