|Submitted||Nov. 8, 2019|
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To Whom It May Concern:
Pursuant to the North Carolina Public Records Law, I hereby request the following records:
The following materials related to this jurisdiction’s recently-initiated three-year agreement with Microsoft as part of a smart city initiative.
1. AGREEMENTS and CONTRACTS
Any and all agreements related to this partnership or purchase.
This includes (but is not limited to) all contracts (as well as associated amendments, attachments, and exhibits), data sharing agreements, insurance agreements, intergovernmental services agreements, licensing agreements, memorandums of understanding, and nondisclosure agreements regarding or relevant to this relationship.
Please provide a copy of any informal agreements, insurance agreements, liability waivers, and warranties that may reference or guide the relationship between this agency and this external entity. Please also provide any materials detailing the plans or programs to be developed as part of this relationship.
2. BIDDING and PROCUREMENT
A copy of any available or relevant Requests for Expressions of Interest, Requests For Proposal (or equivalent calls for bids), responses to Requests for Expressions of Interest, letters of interest, responses to Requests for Proposal, sole source or limited source justification and approval documentation, documentation of selection, and other materials generated in the consideration and selection of the technology in question.
3. FINANCIAL and FUNDING MATERIALS
Any records related to the financing or funding of this relationship and related projects, including a copy of any invoices, related funding opportunity announcements, grant applications, grantor status/progress reports, purchase orders, and other memoranda and documentation related to the payment or cost (or lack thereof) of elements of this relationship or program.
4. PRIVACY ASSESSMENTS
A copy of any data retention guidelines or policies, data security policies, data security specifications, privacy impact assessments, security audits, or other materials evaluating or guiding the security of this relationship and programs or technologies adopted as part of its performance.
5. COMMUNICATION and MARKETING MATERIALS
All communications, marketing materials, and meeting notes relevant to or mentioning the relationship between this jurisdiction and this external entity, as well as development of associated programs and projects.
If another office would be a more appropriate destination for this request, we would be happy to forward this request according to your direction.
If additional agencies or jurisdictions would also have responsive or associated materials, provision of the names of those entities would also be appreciated.
Please provide materials on a rolling basis, if possible, beginning with any materials related to the agreement between these two entities.
If your office has any questions, please feel free to contact me at 617-299-1832.
The requested documents will be made available to the general public, and this request is not being made for commercial purposes.
In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.
Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 10 business days.
This email serves as an acknowledgment of your public records request #3006. I will forward your request to the appropriate department(s) for fulfillment. We intend to fulfill the request as expeditiously as possible.
To Whom It May Concern:
I wanted to follow up on the following North Carolina Public Records Law request, copied below, and originally submitted on Nov. 8, 2019. Please let me know when I can expect to receive a response.
Thanks for your help, and let me know if further clarification is needed.
I have reached out to the departments handling your request. An update will be provided to you soon.
After reaching out to the departments that were tasked to fulfill request #3006, the best estimation regarding the time of fulfillment is end of business on November 17, 2019. In the case this date changes, we will be sure to notify you. If you have any additional questions, please feel free to reach out.
Could you please clarify the date on which I should expect a response? And is there a chance I can begin receiving materials on a rolling basis in advance of that date?
Thank you very much for your time and help.
I apologize, the date should have said December 17,2019. I will inquire about you receiving information before that date. My apologies for the confusion again.
Hello Ms. Knight,
Thank you so much for your message! I'll look forward to hearing from you again, and please let me know if there's anything I can do to help in the interim.
All the best,
Hello Ms. Knight,
I want to check in to see when I might expect a copy of the agreement or if there is anything else I can do to help this process.
Thank you so much for your time and assistance.
Have a great day,
The determined estimated time of completion is the first week of January 2020. Please feel free to contact me with any questions or concerns.
I was just informed 1/17/2020 is the estimated date. I apologize for any confusion.
This serves as fulfillment of public records request #3006. Below you will find a link to download the public record(s) responsive to your request. This link will remain active for 30 days.
By providing this information, the City of Charlotte does not waive any rights it may have pursuant to public records laws, N.C.G.S. 132-1 et seq., other applicable legal privileges or confidentiality laws, including right protecting attorney client communications or attorney work products.
This link only works for the direct recipients of this message.
Public Records Request #3006
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Microsoft respects your privacy. To learn more, please read our Privacy Statement. (https://usgovtexasr-notifyp.svc.ms:443/api/v2/tracking/method/Click?mi=SEF3gjWB4E20DLmX9J0I6g&ru=https%3a%2f%2fprivacy.microsoft.com%2fprivacystatement&tc=PrivacyStatement&cs=47eec467ae61cf834a7c03086458dc5e)
Microsoft Corporation, One Microsoft Way, Redmond, WA 98052