RFQ-CK-2026-005 - Records Management Consultant

REQUEST FOR QUOTES and QUALIFICATIONS
Records Management Consultant
City of New Rochelle & New Rochelle Industrial Development Agency
515 North Avenue, New Rochelle, NY 10801
For Grant Application to the New York State Archives
Local Government Records Management Improvement Fund (LGRMIF)
RFQ-CK-2026-005
Introduction
The City of New Rochelle and the New Rochelle Industrial Development Agency
(collectively, "the Partners") are seeking quotes from qualified Records Management
Consultants to support and manage a New York State Local Government Records
Management Improvement Fund (LGRMIF) Grant Project for modernizing records
management. The LGRMIF grant program provides funds to help local governments
establish records management programs or develop new program components. "The
Partners" are seeking a combined grant up to $150,000 for the project through a shared
services agreement.
The purpose of this RFQ is to establish the budget for consulting services to perform the
tasks described herein. The quotes will be considered for services to be provided as part of
a grant proposal for the NYS Archives Local Government Records Management
Improvement Fund (LGRMIF) grant cycle 2026-2027.
Pending approval of the project by the funding source, "the Partners" expect to
initiate procurement for consulting services sometime after August 1, 2026. Consultants
responding to this RFQ may be asked to re-validate their quotations at that time. At its
option, "the Partners" may issue a request for proposals or invitation to bid prior to
procurement.
More information: https://www.archives.nysed.gov/grants/lgrmif-grants
Frequently Asked Questions (FAQ): https://www.archives.nysed.gov/grants/local-
government-records-management-improvement-fund
Response Due Date and Terms
Submissions and questions about this RFQ should be sent by email to:
Adam Ross, Deputy Finance Commissioner; aross@newrochelleny.gov
The deadline for submissions is 3:00 PM on March 25, 2026.
Please include the reference 'RFQ-CK-2026-005' with your submission.

Organizational Overviews
The City of New Rochelle Municipal Government is the primary governing body
responsible for providing public services, administering municipal operations, and
establishing local policy for the City of New Rochelle, New York. The City operates under
a council-manager form of government, adopted in 1932, in which the elected City Council
serves as the legislative body and a professionally appointed City Manager serves as the
chief administrative officer responsible for implementing Council policies and overseeing
day-to-day municipal operations.
The City Council consists of seven members: a Mayor elected at-large and six Council
Members elected from geographic districts, each serving four-year terms. The Council
establishes policy, adopts the annual budget, enacts local laws and ordinances, and appoints
the City Manager and City Clerk. The City Manager supervises municipal departments,
prepares the City's budget, and administers services such as public safety, public works,
planning and development, and other community services that support residents and
businesses.
The New Rochelle Industrial Development Agency (NRIDA) is a public benefit
corporation created in 1977 under the New York State General Municipal Law to promote
economic development within the New Rochelle community. Although it operates as a
separate legal entity, the agency is closely linked to the city government: its seven-member
board is appointed by the New Rochelle City Council and includes representatives from
local government and the school district. The agency functions as a component unit of the
City for financial reporting purposes while maintaining operational independence in
carrying out its economic development mission.
The NRIDA's primary purpose is to encourage business investment, job creation, and long-
term economic growth in New Rochelle. It accomplishes this by providing financial
incentives to qualifying development projects, including sales tax exemptions, mortgage
recording tax exemptions, and property tax abatements structured through Payment in Lieu
of Taxes (PILOT) agreements. By facilitating public-private development partnerships and
supporting strategic projects such as housing, commercial development, and infrastructure
improvements, the agency seeks to strengthen the local tax base, attract new businesses, and
expand employment opportunities for residents.
Vendor Responsibilities
The selected consultant will provide oversight and guidance on a large-scale inventory and
planning project to inventory a combined volume of approximately 6,500 cubic feet of
inactive physical records.

The consultant will also:
* Provide an inventory database,
* Collect and analyze the data,
* Prepare a needs assessment and records management plan for "the Partners"
physical and electronic records that complies with the State Archives
Retention and Disposition Schedule for New York Local Government
Records (LGS-1) and the State Archives publications:
Inventory and Planning: https://www.archives.nysed.gov/publications/inventory-and-
planning-first-steps-records-management
Guidelines for Storage of Inactive Government Records:
https://www.archives.nysed.gov/publications/guidelines-storage-inactive-government-
records
Retention and Disposition of Records:
https://www.archives.nysed.gov/publications/retention-and-disposition-records-how-long-
keep-records-and-how-destroy-them
The consultant and their staff will work closely with the partners Records Management
Officers (RMOs) and Project Managers overseeing the implementation of the consultant's
recommendations.
"The Partners" require that the consultant provide trained staff to assist in collecting
inventory data, identifying, and consolidating active and inactive records, purging obsolete
records, organizing, and labelling remaining records in storage areas, and developing
retrieval methods.
"The Partners" staff-specifically, the RMOs and Project Directors (and other staff as
assigned)-will assist the consultant and their staff as needed with data collection, questions
about records, access to electronic systems, development of procedures, implementing the
consultant's proposed plan, attending consultant training, and maintaining the success of the
project after the consultant's work concludes.
Consultant services are necessary because no single member, or group of members, of "the
Partners" staff have the capacity or expertise to manage a project of this size on their own
in addition to their day-to-day responsibilities.

Project Scope and Objectives
Inactive Physical (paper and microfilm) Records of City of "the Partners":
Plan and conduct an inventory of active and inactive records that span from the 1930s-
Present across multiple storage sites. Determine each record series involved and create a
plan for a focused review of records to improve their organization, identify and request
disposition of obsolete records, and implement a plan to enhance the accessibility of the
remaining inactive records.
Enter inventory data following NY State Archives Guidelines for each record series into an
electronic database. Ideally, an Excel spreadsheet (State Archives has an Access Database
with inventory fields that can be converted to Excel, or the Consultant can provide one with
data approved by "the Partners".)
Analyze inventory data and develop a needs assessment and records management plan to
provide strategies to formalize and implement policies and procedures for managing active
and inactive physical records.
Provide advice and training to the partners and provide guidance on the development of
policies and procedures to use going forward.
LOCATION 1 - NEW ROCHELLE CITY HALL (BASEMENT ARCHIVES)
515 North Avenue, New Rochelle, NY 10801
* Volume: Approximately combined 3,100 cubic feet of City/NRIDA paper
documents and rolls of microfilm records contained in two rooms, the main archives
basement and adjacent jail cell, 7,144 sq/ft and 1,800 sq/ft respectively.
* Date span: 1964-Present
* Condition and issues: Most of the records are in good condition, with the
exception of several boxes in the cell that show water damage. Most are in standard
1 cubic foot record boxes on metal shelves by Department. Some box labels are
printed; others are handwritten. Label content varies; many boxes do not have
complete labels or include retention requirements. Some are be labeled "permanent"
without a known reason. The records have never been inventoried. All management
of the records is done using a paper process.
* Departments storing records in the main archives basement include City Clerk,
City Manager, Buildings, Development, Finance, Fire, Human Resources, Law, Parks
and Recreation, Public Information, Public Works. The jail cell contains Police and
Youth Bureau files.
* Types of records anticipated: Included but not limited to, microfilmed marriage
records and council meeting minutes, council meeting files, finance reports, vouchers,

payroll records, personnel files, project files, grants, incident reports, legal case files,
recreation program records, infrastructure and building plans, permit files, code
enforcement records.
LOCATION 2 - BUILDINGS DEPARTMENT (MULTIPLE ROOMS)
515 North Avenue, New Rochelle, NY 10801
Room 1 (Small)
10 - 4 drawer letter size cabinets
*
9 - 5 drawer letter size cabinets
*
59 standard size banker boxes
*
Room 2 (Large)
9 aisles of files with 9 rows each 7 ft long
*
1 aisle, 9 rows, 11.5 ft long
*
2 aisles, 9 rows, approx. 4 ft long
*
2 - 4 drawer letter size cabinets
*
Plans Room
Approx 585 rolls of plans
*
2- Rotating cabinets, 36 rows total, 2.5 ft long
*
79 Standard Banker boxes containing Zoning Case Records
*
103 Microfilm rolls (small size rolls)
*
File Room (Far Back)
52 standard banker boxes
*
6 - Rotating filing cabinets, 14 rows, 2.5 ft long (minus 6 empty rows)
*
39 Standard Banker boxes containing Zoning Case records
*
Main Office (Buildings)
13 - Rotating cabinets, 14 rows, 2.5 ft long
*
6 - Lateral 4 drawer cabinets about 3 ft long
*
20 Standard Banker boxes containing Zoning records
*
* Date span: 1930s-Present
* Condition and issues: Records are in good condition. Most are in standard expandable
folders on metal shelves by Department. All Folders are labeled by address and permit
number categorized by year. Some box labels are printed; others are handwritten.
Boxes do not include retention requirements. The records have never been
inventoried. Management of the records is done using computer software and paper
process for some older files.
* Departments: Only the Buildings Department stores files in these locations.

* Types of records anticipated: Microfilmed rolls and cards for historic permits,
building plan rolls, folded standard arch size plans, permit files, and code enforcement
records.
Exhibits
This bid includes and incorporates Exhibit #1 and #2, which provide photographs for
both storage locations, respectively.
The consultant will:
Interview knowledgeable staff in each of the partner departments to identify the types
of electronic records they create and maintain for business and to determine their
recordkeeping practices, requirements, issues, and concerns.
Prepare a descriptive inventory of the principal characteristics of electronic records
maintained by the partners. The description will include, but will not necessarily be
limited to, the types of electronic records, their business purpose, the department
responsible for them, the computer platform on which they reside, their originating
applications, their principal user departments, retention practices, and backup
practices, including frequency and storage locations of backup.
Make recommendations for developing clear business practices, policies, and
procedures for the creation, maintenance, and disposal of electronic records.
Provide training to staff on agreed-upon practices, policies, and procedures
concerning saving, sharing, organizing, naming, and disposing of electronic records.
Identify:
Duplicate records stored in paper and electronic format and make recommendations
for managing both simultaneously or eliminating one or the other format.
Issues with the current systems used to manage paper and electronic records, and to
devise solutions to those problems to be implemented after review by the partners.
Future projects that may qualify for grant support from the New York State Archives
through the LGRMIF program.
Work closely with the partner RMOs and department heads to develop a plan and
schedule for inventorying the partner paper and electronic records, interviewing staff,

developing policies and procedures for managing partner records, and implementing
those policies and procedures.
Deliverables
The consultant will use electronic records inventory data and interviews with "the Partners"
departments to prepare a needs assessment and records management plan to:
Update outdated records retention schedules for all units of "the Partners".
Identify issues with the current systems used to manage electronic records.
Provide recommendations for improvements to the accessibility and management of
the electronic records.
Provide strategies to help formalize and implement policies and procedures for
managing both inactive electronic records.
Prepare training materials for "the Partners" staff on electronic records management,
retention, and disposal.
Assist the agency, to the extent possible, on implementing the guidelines and standard
operating procedures prepared.
Submit a draft report to "the Partners" for review, discuss, and comment on; the
consultant will revise the draft, as appropriate, based on comments received and
submit a final report within 10 days of receipt of the comments from "the Partners".
Vendor Experience and Qualifications
Responses should include a resume clearly stating your qualifications and experience, and
an overview of records management projects of similar purpose and scope, particularly
focusing on any projects on behalf of similarly situated government agencies.
Vendor Instructions
This is a Request for Quotes, not a Request for Proposals. Quotes should be submitted in a
straightforward, economical manner.
The quote must specify the hourly cost of consulting services, including expenses; the
number of staff members required to assist the consultant with the scope of work; the total
number of hours required to perform the work specified in this RFQ; and the total fixed cost
of consulting services, including all expenses, such as travel.

Your response should also include a statement of your qualifications and records
management projects of similar purpose and scope.
"The Partners" are requesting LGRMIF grant funding for this scope of work, but funding
for this project is dependent on the grant ultimately awarded.
It is anticipated that the payment structure for the contract that may be awarded after the
grant funding is confirmed will be based on performance-outcome measures. With this
structure, the consultant would be paid upon presentation of evidence of their having
achieved certain activities or developed certain outputs and/or deliverables at set times
throughout the contract term.