Public_Records.pdf
PDF 364 KB Posted
- Attached to
- Pettis Park Pavilion State and local contract opportunity
- Solicitation number
- 19-25-CIP
- Issued by
- Volusia County, Florida
About this file
This document is a Public Records specification for the City of New Smyrna Beach, Florida, detailing the requirements for handling public records in conjunction with municipal contracts. The document outlines the contractor's obligations regarding public records, including maintaining records required by the public agency, providing access to records upon request, ensuring confidential records remain protected, and transferring or managing records upon contract completion.
The specification is part of a broader municipal procurement process, specifically related to the Pettis Park Pavilion project, and serves to establish clear guidelines for record management under Florida Statute 119. Contractors are required to comply with specific provisions such as allowing public record inspection, providing copies at reasonable costs, protecting exempt or confidential records, and ensuring electronic records can be transferred in compatible formats. The document provides contact information for the City Clerk (386/410-2630, CLERK@CITYOFNSB.COM) for any questions regarding public records application, and emphasizes that all materials submitted become the property of the City, with documents reviewable by the public after specified timeframes.
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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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