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 issued by the City of New Smyrna Beach, Florida, outlining the agency's obligations and contractor requirements regarding public records management and disclosure in connection with solicitation RFP 13-26-MP for a Parking Guidance System (PGS). The City requires contractors to maintain and provide public records necessary to perform contracted services, including real-time occupancy data management and system monitoring for 807 primary parking spaces across downtown Canal Street and Flagler Avenue areas. Contractors must allow public inspection of submitted materials beginning ten days after public opening and comply with all applicable Florida Statutes Chapter 119 requirements. The RFP was released March 16, 2026, with written questions due March 30, 2026, proposal submissions due April 15, 2026, at 5:00 p.m., proposal opening on April 16, 2026, evaluation on April 23, 2026, and City Commission award recommendation on May 12, 2026. All submittals remain valid for 180 days from submission, with the contract term extending five years for preventive maintenance and potential renewal upon mutual consent and City Commission approval.
The City reserves the right to use any information or materials submitted in response to the solicitation or resulting contract, and contractors must protect exempt or confidential records from unauthorized disclosure for the contract duration and beyond. Upon contract completion, contractors must transfer all public records to the City at no cost in compatible electronic formats or maintain records according to all applicable retention requirements. Contractors must direct inquiries regarding public records compliance to the City Clerk at 386/410-2630 or clerk@cityofnsb.com. No specific pricing terms, set-asides, incumbent vendor information, or funding amounts are disclosed in this public records guidance document, which serves primarily to establish contractor obligations for records management and compliance with Florida public records law.
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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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