Village of Avon Request for Quote (RFQ) for Records Management Support Services

Overview The Village of Avon is centrally located in Livingston County. Currently, most of the Village's paper records are stored throughout Village Hall in the following locations: Clerk's office, Deputy Clerk's area, Treasurer's office, main office area, records room, map room, vault, Code/DPW office and outside in a temporary storage unit. The records are somewhat organized by box/file cabinet but there is no master list to help Village staff find records efficiently. Each staff member also organizes records according to their own methods which makes finding records difficult in some cases. The total amount of storage space available within the building is not currently adequate as the Village has an outdoor storage unit that does not provide the protection or environmental conditions to store records for long-term use. The records stored inside the building are also not protected by fire or other natural hazards and records management protocols and practices lack standardization, consistency, and coordination, and are ineffective and in need of review and improvement. This includes a lack of standard inventory process, labeling, and storage protocols in order to make finding specific documents easier and more quickly accomplished. The Village Clerk's Office has the responsibility of maintaining all important records for the Village. Previously, the Village did not keep an inventory or accurate records for any department within the Village. Records are stored throughout the building and have not been effectively managed by those departments. The records need to be organized and relocated to a file room. The Village needs to have a comprehensive inventory performed of all these records, in order to bring all files (active and inactive) into compliance with standards expressed in NYS Archives Records Retention and Disposition (hereinafter referred to as "LGS-1"). There are multiple boxes and file cabinets of records stored at various locations in the Village Hall that encompass financial, legal, assessment, grant, system maps, contracts, billing history, and the like that Avon has not been able to obtain, sort, distribute, and file per the current LGS-1 schedule. The Village needs to bring all Village records, both active and inactive, into an organized, indexed, and sustainable way. We also need to establish and implement proper records management indexing policies and procedures. Work Plan The primary goals of this engagement are to provide the Village of Avon with a comprehensive inventory and organization of inactive and active paper records that are under its control, including both existing records and current records. The intent is to identify document-specific retention requirements for these records; index them accordingly; and develop a comprehensive Records Management Plan, to include proper policy and procedures, ensuring that the Village can maintain compliance with LGS-1 requirements in an efficient, timely, and cost-effective manner for all its records from this point forward. The policy should be easy to use in the future and include training for new employees so that records management procedures are followed in a consistent and sustained manner. The expected Work Plan includes the following services to be completed by a contractor and their staff under the coordination of Village staff: 1. Inventory, Review & Identification of Active and Inactive Paper Records a) Review the Village's active and inactive paper record collection currently stored throughout the Village Hall and in the outdoor storage unit. See attached paper inventory for an estimate on the amount of records to be inventoried. b) Accurately identify relevant records to be moved to the record room or main office storage areas. c) Determine required retention period for inventoried records per Schedule LGS-1. d) Box retained records into standard 1 cubic feet records storage boxes. (Boxes will need to be provided by the contractor.) e) Prepare a records inventory listing / floor plan that includes the following information: • Container locations / layout (e.g. building, room and shelf / fireproof cabinets) • Unique container identification number (e.g. by department) • Department-specific / type of record (e.g. map versus file) • General description of the box contents • Record series title & number • Retention period • Date record is eligible for destruction f) Print box identification sheets and place them into plastic sleeves adhered to boxes. (Sleeves or labels will need to be provided by the contractor.) g) Sort the inventory list per the following criteria: • Records available for disposal • Permanent records • Records to be retained following the LGS-1 schedule • Records needing further identification by Village personnel to determine disposition • Records eligible for destruction for the Village staff to review 2. Development of a Records Management Plan, Policies and Procedures Designed to Ensure the Security, Retention, and Appropriate Disposition of all Records for which the Village is responsible. a) Provide an assessment of the Village's overall records management environment, including: • Identification of areas in need of improvement • Prioritization of areas of focus b) Create a Records Management Plan to guide the Village in building its records management foundation for next 3-5 years c) Recommend policies and procedures to be established by the Village to use from this point forward 3. Destruction of All Eligible Records after the Village has the opportunity to view the records. Relationship of Parties The Village of Avon intends that any organization or individual selected to perform services described in this RFQ shall act as an independent contractor and shall have control of the work and the manner in which it is performed. Contractor will not be considered an agent or employee of the Village of Avon. The Contractor will provide their own staff if additional help is required to complete the project. Payment The Village audits and approves claims once a month, on the first Monday of the month. The contractor shall submit a claim seven calendar days prior to the meeting for audit and payment. Timeline It is expected that Contractor will initiate the Work Plan described in this RFQ on/after December 1, 2026 and complete all phases of the project by June 30, 2026. Contractor's Qualifications Quotes submitted in response to the RFQ should be accompanied by information describing the prospective Contractor's qualifications, including: • Scope and longevity of Contractor's operations • Relevant experience • Familiarity with New York State Archives standards and guidelines, and experience working within and utilizing the LGS-1 Schedule • Relevant references • Staff performing work on the project • Project timeline for completing the work broken down by month Submission The contractor will complete the work in accordance with the Work Plan herein for the following prices. Pricing must be submitted on an hourly breakdown per the work plan with a total no-to-exceed amount for the project. Please Note: The Village of Avon is soliciting quotes from qualified vendors to utilize in potentially preparing and submitting an application for a Local Government Records Management Improvement Fund (LGRMlF) Grant in connection with its ongoing records management grants program. In implementing this scope of work, the vendor will follow all relevant New York State Archives' publications including but not limited to: Records Retention and Disposition Schedule LGS-1; State Archives Publication, Inventory and Planning; Guidelines for Storage of Inactive Government Records and Retention and Disposition of Records. The Village reserves the right, in its sole discretion, to treat quotations submitted in response to this solicitation as equivalent to bids and to make an award to the lowest responsible bidder based on such quotes. Questions should be directed to: Laurie Fox Laurie.fox@mrbgroup.com The Village of Avon requests that all quotes be emailed to Laurie Fox at laurie.fox@mrbgroup.com. Quotes are to be received no later than March 23, 2026 at 2:00 p.m. EST. The Village of Avon reserves the right to reject any or all quotes received in response to this RFQ. Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 6.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 15.00% WBE Goal: 15.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%