Portland G4S contract
| Tracking # |
C100585-060719 |
| Submitted | June 3, 2019 |
| Est. Completion | None |
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Communications
From: Eric Gold
To Whom It May Concern:
Pursuant to the Oregon Public Records Law, I hereby request the following records:
Materials related to the City Hall security services contract RFP, including evaluations, deliberations, bids, selection process, and the members of the Procurement Committee.
Any communications between G4S officials and members of the Portland City Council.
Any communications regarding the contract between G4S and the Office of Management and Finance, including Building Security Manager Dorothy Elmore.
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.
Sincerely,
Eric Gold
From: Office of Management and Finance
Dear Eric:
The City of Portland acknowledges receipt of your Public Records Request. Your request was received in this office on June 07, 2019 and given the reference number C100585-060719 for tracking purposes.
Record Requested: To Whom It May Concern:Pursuant to the Oregon Public Records Law, I hereby request the following records:Materials related to the City Hall security services contract RFP, including evaluations, deliberations, bids, selection process, and the members of the Procurement Committee.Any communications between G4S officials and members of the Portland City Council.Any communications regarding the contract between G4S and the Office of Management and Finance, including Building Security Manager Dorothy Elmore.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.Sincerely,Eric Gold
At this time, the City is uncertain whether it is the custodian of the requested record. The City will review your request to determine if it has responsive records. The City will then gather an estimate of the costs to provide copies of requested public records for which the City does not claim an exemption from disclosure. The City is permitted to charge its actual costs to provide records. Fees include research time to locate and analyze the requested records, even if no records are located or if the requested records are determined to be exempt from disclosure.
From: Office of Management and Finance
--- Please respond above this line ---
RE: City Public Records Request of June 07, 2019 Reference # C100585-060719
Dear Eric,
The City received a Public Records Request from you on June 07, 2019 for the following: "To Whom It May Concern:
Pursuant to the Oregon Public Records Law, I hereby request the following records:
Materials related to the City Hall security services contract RFP, including evaluations, deliberations, bids, selection process, and the members of the Procurement Committee.
Any communications between G4S officials and members of the Portland City Council.
Any communications regarding the contract between G4S and the Office of Management and Finance, including Building Security Manager Dorothy Elmore.
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.
Sincerely,
Eric Gold"
We would like to clarify with you what records you are seeking. Please reply to this message or log in to the Portland Public Records Request Center to update this request. Specifically, I wonder if you would care to narrow your request for communications between G4S and all of the Office of Management & Finance (OMF). OMF has more than 700 employees, including tax collectors, human resources folks, computer programmers, and vehicle mechanics. That email search alone could be prohibitively expensive.
Perhaps a quicker -- and less expensive -- route would be to ask for communications between G4S and City Council members and/or Dorothy Elmore. We can certainly broaden the search if you see something that you'd like to pursue further.
Please respond within 10 days of this email. Thank you.
Jen Clodius
Strategic Communications Manager 503-823-6806 If you are having technical difficulties with the website, please contact the website administrator by phone or email. (503) 823-6040 or prrhelp@portlandoregon.gov
From: Office of Management and Finance
--- Please respond above this line ---
RE: City Public Records Request of June 07, 2019 Reference # C100585-060719
Dear Eric,
The City received a Public Records Request from you on June 07, 2019 for the following: "To Whom It May Concern:
Pursuant to the Oregon Public Records Law, I hereby request the following records:
Materials related to the City Hall security services contract RFP, including evaluations, deliberations, bids, selection process, and the members of the Procurement Committee.
Any communications between G4S officials and members of the Portland City Council.
Any communications regarding the contract between G4S and the Office of Management and Finance, including Building Security Manager Dorothy Elmore.
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.
Sincerely,
Eric Gold"
Some of the requested records are available online at the Portland Public Records Request Center.
Some of the public records requested are exempt from disclosure and will be redacted or not provided. The City asserts the following exemptions to disclosure:
ORS 192.345(2) trade secrets
ORS 192.355(9) disclosure prohibited by Oregon law, incorporating ORS 646.461(4) trade secrets.
You now have all of the available documents pertaining to the security services RFP.
However, I still need further information from you regarding your requested communications. As was previously stated, your current request would result in several thousands of records and the cost to produce these records will be very high - at least several hundred dollars. If you would like to narrow your search I can request a search estimate from our Bureau of Technology Services, but I need to know what search terms you would like. Absent of this information I can provide you with an updated quote for all of the emails by Monday, July 8th. But I need you to confirm you would like this estimate - because again, it will cost several hundred dollars and take an exorbitant amount of staff time to review and redact messages and I'm not sure you are aware of the scope of your request.
Please respond to this email within five (5) days to let me know how you would like to proceed.
Please note, if you have been provided with emails or text messages as a part of your request, they may have been converted to Greenwich Mean Time (GMT).
Sincerely,
HEATHER HAFER
Senior Management Analyst
5038236965
If you are having technical difficulties with the website, please contact the website administrator by phone or email. (503) 823-6040 or prrhelp@portlandoregon.gov
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00001162_AUS_Addem1_Attach3_Cost_FINAL_AUS_1.xlsx
From: Eric Gold
Jen,
The narrower search you suggested is fine.
Please consider the relevant sentence of the request amended to:
"Any communications regarding the contract between G4S and Building Security Manager Dorothy Elmore."
Thank you for your help.
From: Office of Management and Finance
--- Please respond above this line ---
Eric,
I received the email that you sent to PRR Help about this request. It would help immensely if you could keep all communications that pertain to this request within this request (it creates a history which is very helpful). Also, Jen was covering for me while I was on vacation, but I'm back to managing requests now so I'll be your point of contact.
It's not too late to amend your request, but I do need further clarification due to the scope of your request. I see that you did not include a time frame for the records you wish to be released. If you could add search dates that would be helpful. Please note that many public records retention schedules do not exceed two (2) years. After I get clarification about a timeline I can request a system-wide search from our Bureau of Technology Services and hopefully see how many emails we're talking about. The cumbersome and time consuming part of this request is needing to have two different staff person employees review the emails before they are released. The City needs to be very careful about what security information is released, as releasing this information to the general public could pose a safety risk to City employees. Specific details regarding public safety plans, for example, is not public information. It is exempt under ORS 192.345(18). We may need a few weeks to be able to properly review and release records, and the costs associated with this review time may be higher than normal. I will provide you with a cost estimate as soon as I have more information to work with.
If you have any questions please let me know.
Sincerely,
Heather Hafer
Public Information Officer
Office of Management & Finance
From: Office of Management and Finance
--- Please respond above this line ---
Hi Eric,
It's Heather again. The thing about searching emails is that we can't automatically sort for "regarding" or "related to". We can add keyword search terms. So I can add the word "contract" if you'd like. If you'd like to do this can you please confirm by no later than Wednesday, July 17th?
Because I haven't been able to confirm search parameters I haven't been able to provide you with a cost estimate. The technology services estimate for this work is approximately $93, but depending on the number of responsive documents I need to charge for review time. Again, given the sensitive nature of security these may also have to be reviewed by our legal team. A rough cost estimate for this amended request is approximately $200. But until I have the search results I won't know for certain. If you can confirm search terms I will be able to provide you with a more accurate cost estimate and will send you an invoice.
Again, please let me know how you would like to proceed by Wednesday, July 17th.
Thank you,
Heather Hafer
From: Eric Gold
Heather,
Thank you for your help. I am not sure if you saw the message I sent agreeing to limit the request to just Dorothy Elmore's emails with G4S, rather than the entire OMF department. I agree with you that a departmental search would be cost prohibitive.
Using the keyword "contract" sounds fine.
Regarding the date range, according to this OPB report, the city awarded the contract to G4S on or around May 22, 2019. https://www.opb.org/news/article/portland-city-hall-security-contract/
The RFP among the documents you provided is dated Feb 11, 2019. Would a date range of Feb 11, 2019 to May 22, 2019 be reasonable?
If possible, please provide a cost estimate for the request limited to Ms. Elmore, including the keyword "contract" and with a date range of Feb 11 to May 22, 2019.
Thanks again,
Eric
From: Office of Management and Finance
--- Please respond above this line ---
RE: City Public Records Request of June 07, 2019 Reference #C100585-060719
Dear Eric,
The City received a Public Records Request from you on June 07, 2019 for the following: "To Whom It May Concern:
Pursuant to the Oregon Public Records Law, I hereby request the following records:
Materials related to the City Hall security services contract RFP, including evaluations, deliberations, bids, selection process, and the members of the Procurement Committee.
Any communications between G4S officials and members of the Portland City Council.
Any communications regarding the contract between G4S and the Office of Management and Finance, including Building Security Manager Dorothy Elmore.
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.
Sincerely,
Eric Gold"
The City may be the custodian of at least some of the requested public records and the estimated fees are $3943.37. Approximately fifteen (15) business days after the deposit is paid, the records will be ready. However, they will not be provided until the final amount is paid. If the final amount incurred is less than the estimate, you will only be charged actual costs. If the work significantly exceeds the estimate, the City will contact you with a new estimate. To confirm, we are searching the following locations: Email (Includes archives) of these individuals: @us.G4S.com, Dorothy Elmore for the following search terms: Any emails between any g4s staff, with an email address ending in "@us.G4S.com" and Dorothy Elmore. and date range: 06/07/2018 to 06/07/2019. If this search is incorrect or you would like to make any changes, please notify us immediately. If you do not make changes, paying the estimate is confirmation of these proposed search parameters.
By paying the 50% deposit ($1,971.69), you are confirming this estimate and agreeing to pay the cost of fulfilling this public records request according to the conditions set forth by the City. The costs may include the cost of locating records, reviewing records to redact exempt material, supervising the inspection of records, copying records, certifying records and mailing records, including the cost of searching for records. We will not be working on your request until we receive the 50% deposit ($1,971.69).
Please reply to this message or log in to the Portland Public Records Request Center and indicate that you agree to pay the estimate. You may pay by electronic check or credit card by going to "My Public Records Request Center" and select "View My Payments". Then scroll to find an invoice in the status of "payment pending" and select "Make Payment". Follow the screen prompts to make a payment. Alternatively, you may mail a check made payable to "The City of Portland". Please be sure and provide the Record Request Reference number (C100585-060719) on your check and mail it to:
HEATHER HAFER
Office of Management & Finance
1120 SW Fifth Avenue, Room 1250
Portland, Oregon, 97204 Please note that you will need to disable your pop-up blocker in your browser settings in order to make an online payment.
Sincerely,
HEATHER HAFER
Senior Management Analyst 5038236965
If you are having technical difficulties with the website, please contact the website administrator by phone or email. (503) 823-6040 or prrhelp@portlandoregon.gov
From: Office of Management and Finance
--- Please respond above this line ---
Hi Eric,
I did see your request. The estimate amount I sent you only covers emails between Dorothy Elmore and G4S staff. Please know there is a very high volume of messages that get sent regarding Citywide security.
I can request a new estimate that includes the key word search "contract" and then further narrow the date range. I will send this request to our Bureau of Technology Services and hope to get a new estimate within seven (7) business days.
Sincerely,
Heather
From: Office of Management and Finance
--- Please respond above this line ---
RE: City Public Records Request of June 07, 2019 Reference #C100585-060719
Dear Eric,
The City received a Public Records Request from you on June 07, 2019 for the following: "To Whom It May Concern:
Pursuant to the Oregon Public Records Law, I hereby request the following records:
Materials related to the City Hall security services contract RFP, including evaluations, deliberations, bids, selection process, and the members of the Procurement Committee.
Any communications between G4S officials and members of the Portland City Council.
Any communications regarding the contract between G4S and the Office of Management and Finance, including Building Security Manager Dorothy Elmore.
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.
Sincerely,
Eric Gold"
The City may be the custodian of at least some of the requested public records and the updated estimated fees are $3,020.95. Approximately ten (10) business days after the deposit is paid, the records will be ready. However, they will not be provided until the final amount is paid. If the final amount incurred is less than the estimate, you will only be charged actual costs. If the work significantly exceeds the estimate, the City will contact you with a new estimate. To confirm, we are searching the following locations: Email (Includes archives) of these individuals: @us.G4S.com, Dorothy Elmore for the following search terms: Any emails between any accounts ending with "@us.G4S.com" and Dorothy Elmore, including the word "contract". and date range: 02/11/2019 to 05/22/2019. If this search is incorrect or you would like to make any changes, please notify us immediately. If you do not make changes, paying the estimate is confirmation of these proposed search parameters.
By paying the 50% deposit ($1,510.48), you are confirming this estimate and agreeing to pay the cost of fulfilling this public records request according to the conditions set forth by the City. The costs may include the cost of locating records, reviewing records to redact exempt material, supervising the inspection of records, copying records, certifying records and mailing records, including the cost of searching for records. We will not be working on your request until we receive the 50% deposit ($1,510.48).
Please reply to this message or log in to the Portland Public Records Request Center and indicate that you agree to pay the estimate. You may pay by electronic check or credit card by going to "My Public Records Request Center" and select "View My Payments". Then scroll to find an invoice in the status of "payment pending" and select "Make Payment". Follow the screen prompts to make a payment. Alternatively, you may mail a check made payable to "The City of Portland". Please be sure and provide the Record Request Reference number (C100585-060719) on your check and mail it to:
HEATHER HAFER
Office of Management & Finance
1120 SW Fifth Avenue, Room 1250
Portland, Oregon, 97204
Please note that you will need to disable your pop-up blocker in your browser settings in order to make an online payment.
Sincerely,
HEATHER HAFER
Senior Management Analyst 5038236965
If you are having technical difficulties with the website, please contact the website administrator by phone or email. (503) 823-6040 or prrhelp@portlandoregon.gov
From: Office of Management and Finance
--- Please respond above this line ---
RE: City Public Records Request of June 07, 2019 Reference # C100585-060719
Dear Eric,
The City received a Public Records Request from you on June 07, 2019 for the following: "To Whom It May Concern:
Pursuant to the Oregon Public Records Law, I hereby request the following records:
Materials related to the City Hall security services contract RFP, including evaluations, deliberations, bids, selection process, and the members of the Procurement Committee.
Any communications between G4S officials and members of the Portland City Council.
Any communications regarding the contract between G4S and the Office of Management and Finance, including Building Security Manager Dorothy Elmore.
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.
Sincerely,
Eric Gold"
Please be advised that the City is considering your public records request abandoned, due to lack of communication from you. The City has adequately responded to your request to the best of its ability. If you wish to continue with your request, please respond to this email and provide the information we have requested. Until then your request will be suspended in abandoned status.
Sincerely,
HEATHER HAFER
Senior Management Analyst 5038236965 If you are having technical difficulties with the website, please contact the website administrator by phone or email. (503) 823-6040 or prrhelp@portlandoregon.gov
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following Oregon Public Records Law request, copied below, and originally submitted on June 3, 2019. Please let me know when I can expect to receive a response. You had assigned it reference number #C100585-060719.
Thanks for your help, and let me know if further clarification is needed.
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