Bidding, Contracts & Proprietary Information James Coggeshall Michael Pearle Assistant Attorneys General Open Records Division Views expressed are those of the presenter, do not constitute legal advice and are not official opinions of the Office of the Texas Attorney General

Sections to Discuss  Gov’t Code §  Gov’t Code §  Gov’t Code §  Gov’t Code §

Other Exceptions May Also Apply  These sections are not exclusive. Don’t forget to raise any other applicable exceptions such as:  Gov’t Code § (litigation exception)  Gov’t Code § (attorney-client privilege)  Gov’t Code § (work product/deliberative process privileges)

Recent Court Decision  Boeing Co. v. Paxton, 466 S.W.3d 831 (Tex. 2015)

Boeing Co. v. Paxton  Boeing made important changes to the application of section : Third parties may raise section The “test under section is whether knowing another bidder’s [or competitor’s information] would be an advantage, not whether it would be a decisive advantage.”

Interests  Section protects the following types of competitive bidding interests: Governmental Body’s Competitive Interest: protects a governmental body’s interest in receiving competitive bids; Governmental Body’s Marketplace Interest: protects a governmental body’s interest when actually competing in the marketplace; and Third Party’s Competitive Interests: protects a third party’s interest to protect competitively sensitive information.

is Discretionary  Section is discretionary, but a third party may raise it. A governmental body waives its own section interests if it does not comply with section But a third party may raise section even if a governmental body does not comply with section

&  Section prevails over section  Gov’t Code § (a)(1): completed reports, audits, evaluations, investigations  Gov’t Code § (a)(3): information in account, voucher, or contract relating to the receipt or expenditure of public or other funds  For many years, the OAG considered the terms of a contract, and especially the pricing of a winning bidder, to be public and generally not excepted from disclosure. After Boeing, third parties can raise section to withhold information contained in executed contracts between the third party and a governmental body.

: GB’s Competitive Interests  Governmental body seeks to acquire particular goods or services, e.g., City’s RFP for computer software School district’s RFP for athletic equipment Police department’s RFP for upgrade to video recording equipment and software

GB’s Competitive Interest Elements  What must a governmental body demonstrate? There is a competitive bidding situation There is more than one bidder or competitor Release of information would give an advantage to one bidder over another

Hypothetical (Slide 1 of 4) The County of Arendelle decides to repair the entrance gates to its main administrative building after a damaging ice storm. The county puts out an initial RFP, in response to which it gets only one bid from the Weselton Company. The county gets a public information request for the Weselton bid documents. Can the county claim section to withhold this information from the requestor?

Hypothetical (Slide 2 of 4)  No, the county will not be able to rely on section to withhold the Weselton bid documents, as Weselton was the only bidder on the RFP, and therefore, there was no competitive bidding situation.

Hypothetical (Slide 3 of 4) Unsatisfied with the Weselton bid, the county rebids the RFP, and this time it gets three bids. The county selects Elsa, Inc., and is in negotiations with Elsa over pricing when a public information request is made to the county for the bid documents submitted in response to the second RFP. Can the county claim section when it is in negotiations with Elsa? If another request is received after negotiations end and the contract is executed, will the county be able to rely on section at that time?

Hypothetical (Slide 4 of 4)  The county can claim section up until the point it signs the contract with Elsa. Once the contract is executed, the protection afforded to the county by section ends.

: GB’s Marketplace Interests (Slide 1 of 2)  Governmental body competes with others in providing or acquiring goods or services.  Examples City competes with other cities to contract with a musical act to perform at a city-owned venue University markets its research discoveries and licensing of patented technology A state agency competes with agencies from other states for federal grant funding

: GB’s Marketplace Interests (Slide 2 of 2)  What must a governmental body prove? The governmental body is actually competing in the marketplace and has a specific marketplace interest; and Release of information would give an advantage to a competitor of the governmental body.

Hypothetical (Slide 1 of 4) The City of Rango puts out an RFP to purchase water. The Dirt Municipal Utility District discovers a hidden reservoir of waters and decides to sell it to pay for new infrastructure. The Dirt MUD and a private competitor, the Rattlesnake Jake Water Company, each submits a bid to sell their water to the city. While Rango is in the process of evaluating the bids, it receives a public information request for the bid documents submitted by the Dirt MUD and Rattlesnake. Can Rango claim section to withhold the requested information? Can Rattlesnake?

Hypothetical (Slide 2 of 4)  Rango can claim section to protect its interests in receiving competitive bids, as long as the bid process is ongoing.  Rattlesnake, a private company, can also claim section to protect its competitive interests.

Hypothetical (Slide 3 of 4)  While Rango is in the process of evaluating the bids, Dirt MUD, itself a governmental body, receives a public information request from Rattlesnake for the bid materials Dirt MUD submitted to Rango.  Can Dirt MUD claim section to withhold the requested information?

Hypothetical (Slide 4 of 4)  Yes, Dirt MUD can argue that it is competing with Rattlesnake for the Rango water contract, thus establishing it has a marketplace interest, and that release of its bid information could give an advantage to Rattlesnake in its competition with Dirt MUD for the contract.

: 3rd-Party’s Competitive Interests  The “test under section is whether knowing another bidder’s [or competitor’s information] would be an advantage, not whether it would be a decisive advantage.”  This test is the same for both governmental bodies and third parties raising section

 is designed to protect a governmental body’s planning and negotiating position with respect to a particular transaction. Excepts from public disclosure information related to:  The location of real or personal property for a public purpose prior to public announcement of the project; or  Appraisals or purchase price of real or personal property for a public purpose prior to the formal award of contracts for the property

is Discretionary  Section is discretionary. It does not provide a compelling reason to overcome a section violation

&  Information subject to section may not be withheld under section  Completed appraisal reports and attachments are not “completed reports” for purposes of section (a)(1). Thus, a governmental body may withhold a completed appraisal report under section

Elements  What must a governmental body demonstrate? That it seeks to acquire property That the location of the property in question has not been announced or the transaction has not been completed That it has made a good faith determination that release of the requested information would damage its negotiating position to acquire the property

: Other Issues  protects the governmental body’s interest, not the interests of third parties.  is temporal in nature; its protection ends once the location of the property in question is publicly announced or the transaction is completed.

Hypothetical (Slide 1 of 2) The City of Isla Nublar decides it wants to build a new interactive museum and playground to display newly discovered dinosaur tracks and fossils. The city council forms a committee to look for land to build the new facility. The city decides to buy land from Mr. Rex Indominus. During negotiations, the city announces the location of the project. A month later, they buy the land and begin construction. However, the project ultimately fails, as construction workers keep disappearing. Can the city claim section to withhold information identifying the location of the land up until the point the project fails? If not, when can it claim section in this scenario?

Hypothetical (Slide 2 of 2)  The city can claim section up until the point it announced the location of the project.

(b)  Protects information relating to a financial or other incentive offered to a business prospect by a governmental body or another person until an agreement is made with the business prospect.

(b) is Discretionary  Section (b) is discretionary.  It does not provide a compelling reason to overcome a section violation.

(b) &  Information subject to section may not be withheld under section (b).

(b) Elements  What must a governmental body demonstrate? That the information relates to a financial or other incentive that has been offered to a business prospect by the governmental body

(b): Other Issues  (b) protects the governmental body’s interests, not the interests of third parties.  (b) is temporal in nature. Ends once an agreement has been reached with the business prospect  (b) is applicable to information that actually reveals the incentive being offered.

Exceptions for Third Parties  Gov’t Code §  Gov’t Code §  Gov’t Code § (a)

: 3rd-Party’s Competitive Interests  The “test under section is whether knowing another bidder’s [or competitor’s information] would be an advantage, not whether it would be a decisive advantage.”

 Section protects the proprietary interests of private parties by excepting from disclosure two types of information: Trade secrets Commercial or financial information, the release of which would cause a third-party substantial competitive harm

(a)  Protects the same two kinds of information excepted from disclosure under section if the information relates to economic development negotiations involving a governmental body and a business prospect that the governmental body seeks to have locate, stay, or expand in or near the territory of the governmental body.

 Notifying interested third parties: If release of the requested information implicates the proprietary interests of a third party, then the governmental body must make a good faith effort to notify each third party of the request.

, , and (a) Are Compelling The interests of third parties provide a compelling reason to overcome a section violation. Thus, a third party may raise sections , , and (a), even if a governmental body does not comply with the time deadlines required under section , or if the governmental body does not raise these exceptions.

, , and (a) &  Information subject to section may be withheld under sections , , and (a).

and (a) Elements  Sections and (a) may only be raised by a third party, not a governmental body. Thus, a governmental body may not claim sections or (a).

, , : Other Issues (Slide 1 of 2)  Tell us who the winning bidder was.  Provide us with a mailing list of the third parties you notified pursuant to section  You must submit all of the information at issue – no representative samples.

(a): Other Issues (Slide 2 of 2)  Remember: Section (a) only protects the interests of third parties and is mandatory Section (b) only protects the interests of governmental bodies and is discretionary

Questions OAG Open Government Hotline (877) OPEN-TEX OAG Website