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 disclosure document from the City of New Smyrna Beach, Florida, outlining contractor obligations regarding public records management for a residential and commercial solid waste collection and disposal services contract. The City solicits proposals for exclusive waste management services covering approximately 17,601 single-family and duplex/triplex/quadplex units and 5,988 active multifamily accounts, along with a substantial commercial customer base. The contract encompasses residential solid waste, commercial waste, yard waste collection, and optional residential recycling services. A mandatory pre-proposal conference is scheduled for February 4, 2026, at 11:00 am, with written questions due by February 23, 2026. Electronic proposals must be submitted through the OpenGov eProcurement Portal by April 2, 2026, at 2:00 pm. The contract term is ten years with a potential ten-year renewal option. Proposals will be evaluated on a 200-point scale assessing contractor qualifications (20 points), equipment and personnel resources (25 points), service plans and transition initiatives (55 points), and pricing (100 points).
The incumbent contractor is Waste Pro, currently managing monthly tonnage averaging 1,414.51 tons for residential solid waste, 1,167.65 tons for commercial waste, 369.06 tons for yard waste, and 154.70 tons for recycling. A proposal security bond of ten percent of the first-year contract value and a performance bond equal to fifty percent of estimated first-year revenue are required. Insurance requirements include $2,000,000 general liability, workers compensation, automobile liability, $5,000,000 umbrella coverage, and $5,000,000 pollution liability. Contractors must maintain vehicles no older than six years, with frontline equipment being 2025 or newer at contract start. The contract includes comprehensive public records compliance obligations, requiring contractors to maintain records, provide copies upon request, protect exempt and confidential information, and transfer all records to the City upon completion at no cost.
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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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