Public_Records.pdf
PDF 364 KB Posted
- Attached to
- Parking Guidance System (PGS)
- Solicitation number
- 13-26-MP
- Issued by
- Volusia County, Florida
About this file
This is a Public Records document from the City of New Smyrna Beach, Florida, related to a Parking Guidance System (PGS) solicitation. The document outlines the City's public records requirements and compliance obligations for all contractors submitting proposals or executing contracts with the municipality. The City seeks qualified contractors to furnish and install a Parking Guidance System designed to provide motorists with real-time occupancy information for city-owned parking spaces, ultimately maximizing parking usage and revenue. All material submitted in response to this solicitation becomes the property of the City and may be reviewed by the public ten days after the public opening. Any resulting contract is subject to public review following execution by the City.
Contractors are required to comply with Florida Statutes Chapter 119 regarding public records management and disclosure. Key obligations include maintaining all public records necessary to perform contracted services, providing copies or access to records upon request within a reasonable timeframe at no cost exceeding statutory limits, and protecting exempt or confidential records from unauthorized disclosure. Upon contract completion, contractors must transfer all public records to the City at no cost or maintain records according to applicable retention requirements. Electronic records must be provided in formats compatible with the City's information technology systems. Questions regarding public records obligations should be directed to the City Clerk at 386/410-2630 or clerk@cityofnsb.com.
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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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