§ 1-04 Contract Information.
RCNY § 1-04
(a)Agency contract files. The Mayor shall ensure that copies of City contracts and other standard information regarding City contracts and vendors (including information relating to the vendor's qualification and performance evaluations, contract audits, and decisions regarding suspension and debarment) are reasonably available for public inspection as provided by law, with adequate protection for confidential information. Each agency shall maintain files that contain all documentation pertaining to the solicitation, award, and management of each of its contracts, purchase orders, amendments, renewals and change orders including, but not limited to, a written copy of each report, record, justification, approval, determination, or filing that is required to be made by law or these Rules.
(b)Electronic documents and signatures. To the extent permissible under applicable law and these Rules, agencies may store the contents of agency contract files electronically, and may use and may allow vendors to use, electronic documents and signatures in the course of procurements. Any system used for storage of procurement-related documents in electronic form must be such as to provide for the security and integrity of the documents contained in it to an equal or greater degree than a traditional hard copy filing system.
(c)Retention of contract files. All contract files shall be retained within the City for a minimum of seven years beyond the expiration date of the contract by each agency before final disposition pursuant to procedures of the Department of Records and Information Services.
(d)Requests by elected officials for contract documentation. Whenever an elected official of the City requests documentation relating to the solicitation or award of any City contract, the Mayor and the agency shall promptly provide such documentation, with adequate protection to ensure that the confidentiality of information whose confidentiality is protected by agreement or law shall not be further disclosed, or shall promptly respond to the requesting official with reason why such documentation cannot be provided. If the Mayor or agency is unable to provide the requested documentation within ten business days of the date the request is received, the Mayor or agency shall within such time deliver to the requesting official a statement of the reasons the documentation cannot be promptly provided and shall include in such statement a timetable within which the documentation will be provided, not to exceed thirty days from the date of the original request.
(e)Central contract registry. Information on contracts and vendors, maintained in databases established pursuant to the Administrative Code of the City of New York (the FMS and VENDEX databases), shall be made available, on-line, in read-only format, in accordance with Section 1064 of the Charter and these Rules, to both government officers and employees and members of the public. Requests for contract information not contained in these databases, other than requests made pursuant to these Rules, shall be made to the ACCO pursuant to Article 6 of the Public Officers Law (the Freedom of Information Law). All information contained in the FMS and VENDEX databases is subject to subdivision 2 of § 87 of the Public Officers Law.
