10.26 Public-Private Education Facilities and Infrastructure Act (PPEA) procedures for state agencies and institutions
10.26.4 PPEA proposals and the Freedom of Information Act
Upon the receipt of a written request for protection of documents, the responsible public entity shall determine whether the documents contain (i) trade secrets, (ii) financial records, or (iii) other information that would adversely affect the financial interest or bargaining position of the responsible public entity or private entity in accordance with Section D.1. The responsible public entity shall make a written determination of the nature and scope of the protection to be afforded by the responsible public entity under this subdivision. If the written determination provides less protection than requested by the private entity, the private entity should be accorded an opportunity to withdraw its proposal. Nothing shall prohibit further negotiations of the documents to be accorded protection from release although what may be protected must be limited to the categories of records identified in Section D.1.
Once a written determination has been made by the responsible public entity, the documents afforded protection under this subdivision shall continue to be protected from disclosure when in the possession of the responsible public entity or any affected local jurisdiction, or the Public Private Partnership Advisory Commission as provided for in § 30- 281 of the Code of Virginia, to which such documents are provided. Cost estimates relating to a proposed procurement transaction prepared by or for a responsible public entity shall not be open to public inspection.
Protection from mandatory disclosure for certain documents produced by the responsible public entity.
Memoranda, staff evaluations, or other records prepared by or for the responsible public entity, its staff, outside advisors or consultants, exclusively for the evaluation and negotiation of proposals may be withheld from disclosure if the disclosure of such records required by the PPEA would adversely affect the financial interest or bargaining position of the responsible public entity or private entity, and the basis for the determination of adverse effect is documented in writing by the responsible public entity.
Cost estimates relating to a proposed procurement transaction prepared by or for a responsible public entity shall not be open to public inspection.
If a private entity fails to designate confidential or proprietary information, records or documents for protection from disclosure, such information, records or documents shall be subject to disclosure under FOIA.
A responsible public entity (RPE) may not withhold from public access:
(a) procurement records other than those subject to the written determination of the responsible public entity;
(b) information concerning the terms and conditions of any interim or comprehensive agreement, service contract, lease, partnership, or any agreement of any kind executed by the responsible public entity and the private entity;
(c) information concerning the terms and conditions of any financing arrangement that involves the use of any public funds; or
(d) information concerning the performance of any private entity developing or operating a qualifying project.
However, to the extent that access to any procurement record or other document or information is compelled or protected by a court order, then the RPE must comply with such order.
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