Public_Records.pdf
PDF 364 KB Posted
- Attached to
- Residential and Commercial Solid Waste, Yard Waste, Recycling Collection and Disposal Services
- Solicitation number
- 02-26-PW
- Issued by
- Volusia County, Florida
About this file
This is a public records policy document for the City of New Smyrna Beach, Florida, related to a solicitation for residential and commercial solid waste, yard waste, recycling collection and disposal services. The City is accepting sealed electronic proposals from qualified licensed contractors to provide exclusive waste management services, including all necessary labor, materials, equipment, and supervision. The solicitation encompasses residential and commercial solid waste collection, yard waste management, and optional residential recycling collection and disposal services. Proposers must submit their bids through the City's eProcurement Portal (OpenGov) at https://procurement.opengov.com/portal/cityofnsb. The evaluation process involves RCG Consulting, Inc., serving as consultant to the City, along with a committee of city employees who will evaluate and rank submissions based on specified criteria before presenting recommendations to the City Commission for final award determination. The City reserves the right to reject any or all proposals and retains authority to make final contract awards based on what it determines to be in the City's best interest.
The document establishes mandatory public records compliance requirements applicable to the awarded contractor. The contractor must maintain all public records required by the City, provide copies or allow inspection of requested records within a reasonable timeframe at costs compliant with Florida Statutes Chapter 119, and protect exempt or confidential records from unauthorized disclosure throughout the contract term and beyond. Upon contract completion, the contractor must transfer all public records to the City at no cost or maintain records in accordance with applicable retention requirements, with all electronic records provided in formats compatible with the City's information technology systems. The City Clerk serves as the custodian of public records and can be contacted at 386/410-2630 or clerk@cityofnsb.com regarding public records inquiries. All material submitted in response to the solicitation becomes City property and may be reviewed by the public ten days after the public opening, with executed contracts subject to public review thereafter.
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Text version
PUBLIC RECORDS
All material submitted regarding this solicitation becomes the property of the City. Solicitation documents may be reviewed by any person ten (10) days after the public opening. The
Respondent should take special note of this as it relates to any proprietary information that might be included in its offer. Any resulting contract may be reviewed by any person after the contract has been executed by the City.
The City has the right to use any or all information/material submitted in response to this solicitation and/or any resulting contract from same. Disqualification of a Professional
Consultant does not eliminate this right. This section is further subject to F.S. 119.01 et. seq.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING
TO THIS CONTRACT, CONTACT THE CITY'S CUSTODIAN OF PUBLIC
RECORDS, CITY CLERK, AT 386/410-2630, CLERK@CITYOFNSB.COM,
CITY OF NEW SMYRNA BEACH, 210 SAMS AVENUE, NEW SMYRNA
BEACH, FL 32168.
The contractor is required to comply with public records laws, specifically to:
1. Keep and maintain public records required by the public agency to perform the service.
2. Upon request from the public agency’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.
3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency.
4. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency.
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