The purpose of this RFQ is to establish the budget for the proposed services specified herein. Pending approval of the project by the funding source, the Village expects to initiate procurement for the services sometime after October 1, 2026. At that time, vendors responding to this RFQ will be given an opportunity to re-validate their quotations. At its option, the Village may issue a request for proposals or invitation to bid prior to procurement. All services covered by this RFQ must be completed within 6 months but not later than June 30, 2027.
1. Overview
The Village of Larchmont is seeking quotes from qualified vendors to complete an inventory and organizational review of municipal paper records stored in municipal facilities.
The purpose of this project is to inventory existing paper records, organize records according to New York State Archives guidelines, identify records retention requirements under the New York State Archives Records Retention and Disposition Schedule LGS-1, and develop a practical framework for managing municipal records in the future.
This Request for Quotes may be used in connection with a potential application to the New York State Local Government Records Management Improvement Fund (LGRMIF) grant program.
2. Scope of Work
The selected contractor will assist the Village with reviewing and organizing its paper records and developing a records management framework consistent with New York State Archives guidance.
A. Records Inventory
The contractor will conduct an inventory of 500 cubic feet of paper records located in Village offices and storage areas. Records may be located in file cabinets, boxes, shelving units, or other storage locations.
The project will focus on a subset of paper records maintained by Village administrative offices and departments. At the inception of the project the Village will designate the specific records to be inventoried.