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Regular Council Meeting June 12, 2017 Page 6 outlined needed renovations at city hall. Mr. Anderson reviewed with City Council the retiree COLA request and Phase 2 of the sick leave sell back policy. 15. Discuss and act on the City of Paris' bidding policies and procedures. Mayor Clifford said he placed this item on the agenda after talking to Mr. Godwin, He said the City follows State Law, but does not have a policy on bidding and were not advertising bids on free web - sites. Mayor Clifford referenced Electronic Business Daily and Texas Bids. Net and said that he would like to see all bids and plans on these sites, in addition to what City staff is currently doing. Council Member Portugal said she believed staff was bringing in goods bids and that they could not make people bid. Council Members Knox, Trenado, Lancaster and Jenkins thought it was a great idea to put plans and documents on -line for bidders to review. City Council discussed the number of days in advance bids should be advertised that ranged from fourteen days to one year, and the length of time it takes to get construction bids due to bonding and location of jobs. Mr. Godwin said that staff will need to make sure the engineers are placing bids and documents on as many sites as possible and if the City still only gets two or three bids, then we will know we did our best. Mayor Clifford favored a written policy and then made a Motion that the City Council of the City of Paris require all competitive bids with the City of Paris or any other agency of the the City of Paris, in addition to the current procedures for advertising and listing, that these bids also be listed on City of Paris website, and at a minimum on the Electronic State Business Daily and Texas Bids.Net, and that the listings either include a complete description of the project to be bid including all materials necessary to place a bid or a link to a download site where these materials can be freely downloaded, including digital copies of the architectural files such as auto cad files if they exist, or other digital scanned versions of the plan such as PDF files, and that these web - site bids be placed as soon as the information is available but never less than thirty days prior to the opening of the project bids, and that these requirements be immediately on all bids not yet approved by the City Council. The Motion was seconded by Council Member Trenado. Mr. Godwin said at the point an engineer puts together plans that the City does not own them. He said if the City is going to provide them free, then the City will have to provide them on their behalf. Mayor Clifford said if a potential bidder wants a hard copy, they should pay for it, but the plans themselves should be available for free download. Council Member Portugal said she did not favor "never less than 30 days" because 14 days might be necessary. Mayor Clifford amended his Motion to delete the thirty days. Council Member Portugal said they had not considered a safety record policy. Mayor Clifford said when bids are received, they are not required to take the lowest bid but it was part of their due diligence to look into the companies. Mr. Godwin said they could reject all bids but State Law required criteria be in place prior to bids going out. He also said if they wanted to require a safety record policy that would need to be in place prior to bidding. Mr. Godwin recommended that they not make the bidding process so complicated as to result in fewer bids for the City. Mayor Clifford said he stood by his amended Motion and asked for a vote. Motion carried, 6 ayes — 1 nay, with Council Member Portugal casting the dissenting vote.