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Question:
What do I do if I receive a cost estimate?
Answer:
If you receive a cost estimate, you will have ten business days to decide how you would like to proceed.
How to Accept Costs Under $100
If you would like to proceed with a request that is estimated to cost less than $100, please reply to your cost estimate email to tell the City that you would like to accept the estimate. After the work is completed, an updated statement will be prepared showing actual final costs to satisfy your request, and you will be required to pay the costs owed before you receive the information.
How to Accept Costs Over $100
If estimated costs exceed $100.00, then the City may require a 50% deposit before starting work on any portion of the request. You may accept the estimate and proceed with the request by paying the 50% deposit. After the deposit is paid and the work is completed, an updated statement will be prepared showing actual final costs to satisfy your request. If the actual costs are more than $10 higher than your deposit, then you will be required to pay the full balance of costs owed before you receive the copies. (Balance owed of less than $10 will be waived.) If the actual costs are less than your deposit, then the unused amount will be refunded to you.
How to Decrease Your Estimate
The best way to decrease your estimate is to clarify or narrow your request. By clearly identifying the specific information that you are looking for, the City will be able to locate the information more quickly and cost efficiently. Large cost estimates often result from vague or voluminous requests.
Depending upon the nature of the requested information, it may be more cost effective to view the information in our offices rather than receiving copies.
Lastly, you may ask the City to waive or reduce the estimate if you believe that the information would primarily benefit the general public.
How to Make a Payment
After you accept your charges, you will return to the Records Center to view your invoice and make an online payment.
What if I do Nothing?
Your request will be considered automatically withdrawn if you do not notify us in writing within ten business days from the date of your cost estimate that you:
(a) accept the charges;
(b) wish to clarify or narrow your request; OR
(c) have sent to the Open Records Division of the Office of the Attorney General a complaint alleging that you are being overcharged for the information you have requested.
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