1. (a) The purchasing agency shall prepare a bid register.

2. (b) The bid register must contain the following:

   1. (1) A copy of all documents that are included as part of the invitation for bids.
   2. (2) A list of all persons to whom copies of the invitation for bids were given.

   3. (3) A list of all bids received. The list of bids received must include the following information:

      1. (A) The name and address of each bidder.
      2. (B) The dollar amount of all bid prices received during the bidding process.
      3. (C) The name of the successful bidder and the dollar amount of that bidder's bid.
   4. (4) The basis on which the award was made.

   5. (5) Documentation of the purchasing agency's negotiating process with bidders. The documentation must include the following:

      1. (A) A log of the date and times of each meeting with a bidder. The log must include the identity of the bidder.
      2. (B) A description of the nature of all communications with each bidder.
      3. (C) Subject to subdivision (6), a copy of all written communications, including electronic communications, with each bidder.
   6. (6) The entire contents of the contract file except for proprietary information included with a bid, such as trade secrets, manufacturing processes, and financial information that was not required to be made available for public inspection by the terms of the invitation for bids.
3. (c) Except as provided in section 10 of this chapter, the bid register is subject to public inspection only after the contract award.

As added by P.L.160-2006, SEC.6.