NOTE: This is a Request for Quotations not a Request for Proposals. Quotations should be prepared and submitted in a straightforward, economical manner. Lengthy responses and elaborate, time-consuming presentations of vendor capabilities are neither required nor desired. The Village will request more detailed information when needed.

Quotes must specify the hours required to complete the project, the hourly rate, and a total fixed cost to perform the work specified in this RFP. The hourly rate must include any travel, supplies, or other expenses associated with the project.

The response should include a brief (one paragraph) statement of the vendor’s qualifications. Vendors responding to this RFQ should have experience in records management, archival inventory, or related services. Familiarity with New York State Archives guidance and the LGS-1 Records Retention Schedule is required. Experience working with local governments or public agencies is strongly preferred.

The Village has a short deadline to prepare the project plan and budget. Please respond to this RFQ as soon as possible but not later than 5 pm ET on March 24, 2026.

Quotes should be submitted to:

8. General Conditions

The selected contractor will act as an independent contractor and not as an employee of the Village. The Village reserves the right to accept or reject any or all quotes received in response to this RFQ.

This RFQ also incorporates by reference the 2026-2027 guidance for the Local Government Records Management Improvement Fund (LGRMIF). If the proposed project receives LGRMIF funding the vendor will be expected to strictly follow the timelines and requirements specified by the LGRMIF program.