Public_Records.pdf
PDF 364 KB Posted
- Attached to
- Golf Course Consultant
- Solicitation number
- 10-26-LS
- Issued by
- Volusia County, Florida
About this file
This is a public records disclosure document from the City of New Smyrna Beach, Florida, establishing transparency and compliance requirements for contractors responding to the Golf Course Consultant solicitation. The City is soliciting proposals from qualified Golf Course Consultants to evaluate the city-owned New Smyrna Beach Golf Club and provide recommendations for optimal management, operation, and improvement strategies. The consultant will deliver a comprehensive report addressing programming plans, marketing strategies, facility improvements, and budget management, supported by public stakeholder engagement through community meetings. The written questions deadline is February 6, 2026 at 5:00 pm, with proposal submissions due February 25, 2026 at 5:00 pm via the City's e-Procurement portal. The public opening is scheduled for February 26, 2026 at 11:00 am via Microsoft Teams, followed by an evaluation meeting on March 5, 2026 at 10:00 am and anticipated City Commission recommendation for award on March 24, 2026. The contract term is three months from award through submission of the final report by August 30, 2026.
The document emphasizes that all submitted materials become City property and are subject to public review ten days after opening, with any resulting contract available for public inspection after execution. Contractors must maintain Workers' Compensation insurance, Commercial General Liability insurance with $1,000,000 per occurrence limits, and Professional Liability insurance with a combined single limit of $1,000,000. Proposals are limited to 30 pages and must include completed City forms, tax documentation, proof of active business registration in Florida, insurance statements, and required affidavits and certifications. The contractor must comply with Florida public records laws, including retention and transfer of records upon contract completion, and maintain confidentiality of exempt or confidential information. No specific set-asides for disadvantaged enterprises, minority-owned businesses, or women-owned businesses are designated. The specific contract award value or budget range is not disclosed in the available solicitation documents.
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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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