City of Batavia Personnel Records Digitization Services Quote 2026-03
City of BataviaCity · Batavia, NY- Due
- Mar 25, 2026
- Deadline passed
- Posted
- Mar 9, 2026
- Primary contact
- Jodie Theurk
The 30-second brief
The City of Batavia is seeking quotations from New York State Preferred Source Vendors for the digitization of Human Resources personnel records. The project involves the conversion of approximately 71 boxes of paper records, totaling an estimated 248,500 document images, into 300 DPI full-text searchable PDF/A files. Work must comply with the New York State Archives Digital Imaging Guidelines (2022) to support a Local Government Records Management Improvement Fund (LGRMIF) grant application. Records include employee hiring, history, benefits, retirement, and separation documents. Submissions are due by March 25, 2026, directed to Jodie Theurk.
300 DPI resolution scans, Full-text searchable PDF/A files
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Summary
The City of Batavia is seeking quotations from New York State Preferred Source Vendors for the digitization of Human Resources personnel records.
The project involves the conversion of approximately 71 boxes of paper records, totaling an estimated 248,500 document images, into 300 DPI full-text searchable PDF/A files. Work must comply with the New York State Archives Digital Imaging Guidelines (2022) to support a Local Government Records Management Improvement Fund (LGRMIF) grant application. Records include employee hiring, history, benefits, retirement, and separation documents. Submissions are due by March 25, 2026, directed to Jodie Theurk.
REQUIRED DELIVERABLES
300 DPI resolution scans, Full-text searchable PDF/A files
REQUIRED ATTACHMENTS
quotation
- Submit to
- Respond Attn: Jodie Theurk
- Scope location
- Batavia, NY
Questions about this QUOTE
How do I respond to this Quote from City of Batavia?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is March 25, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Respond Attn: Jodie Theurk. For questions, contact Jodie Theurk.
Can small businesses or minority-owned firms bid on this Quote?
Most government agencies, including City of Batavia in NY, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the Quote submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Jodie Theurk. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: 300 DPI resolution scans, Full-text searchable PDF/A files. Proposals should clearly address how each deliverable will be met.
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Where can I find more RFPs from City of Batavia?
All active and historical solicitations from City of Batavia are tracked and searchable. As a city agency, City of Batavia regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this Quote?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: quotation. Review the full document from City of Batavia for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Batavia, NY. Review the full solicitation for detailed scope requirements.