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City Clerk's Rule <br />Requests for Bid Documents <br />In accordance with RCW 42.56.100 and EMC 2.92.070, the City Clerk makes the following <br />rule: <br />There may be situations where a business or individual submits a public records request for <br />bid documents prior to the official bid opening. <br />The Everett Purchasing Guidelines'require that the City of Everett maintain the integrity of <br />official bid documents sets, provide swift response when incorporating addenda changes, <br />and communicate in a singular, fair, and equitable manner to registered bidders. Bid <br />documents are often oversized, which requires the City to send the documents to a third - <br />party provider to make copies that typically takes 24 hours or longer. This process would <br />interfere with the City's obligations to maintain the integrity of the bid records if the City <br />were required to relinquish control over the bid documents during the bidding period. <br />The City has designated Builders Exchange of Washington (BXWA) or as the official source <br />of bid packages for most public work projects, which insures that all bidders receive <br />complete documentation, including all addendum, changes, and clarifications. <br />BXWA provides prime bidders, subcontractors, suppliers, and other interested parties, <br />virtual free of -charge access to a complete set of project bid documents, including the <br />ability to download, view, print, order full/partial plan sets from numerous reprographic <br />sources, and free access to an online digitizer/take off tool. <br />Therefore, to ensure there is no interference with the bid process, any public records <br />request for bid documents will typically be filled within one week after the bid closes. <br />Finance <br />i ector Ap <br />City Clerk Approval <br />/0 act IR <br />royal Date <br />/ •1 gib e <br />Date <br />