Town of Newport Records Management Improvement Fund Professional Services RFP 2026
Town of NewportCity · Newport, NY- Due
- May 8, 2026
- Deadline passed
- Posted
- Apr 28, 2026
- Primary contact
- Nathaniel Lowell
- (315) 914-0489
The 30-second brief
The Town of Newport seeks a qualified replacement vendor to assume the full scope of services and complete all activities of its Local Government Records Management Improvement Fund project in accordance with New York State Archives requirements. The project involves completing an electronic inventory of inactive and active records, preparing destruction forms, developing office retention schedules, conducting a needs assessment report, creating a written records management plan, and drafting a records management policy and procedure manual. The prior consultant completed about 41.61 cubic feet out of 213.50 cubic feet for the inventory task. Proposals are due by May 8, 2026, at 2:00 p.m., submitted via email to [email protected]. The maximum bid price may not exceed the remaining grant allocation of $14,750.00.
Task 1: Complete an Inventory of All Inactive and Active Records, Task 2: Destruction Forms, Task 3: Develop Office Retention Schedules, Task 4: Needs Assessment Report, Task 5: Records Management Plan, Task 6: Records Management Policy and Procedure Manual
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Summary
The Town of Newport seeks a qualified replacement vendor to assume the full scope of services and complete all activities of its Local Government Records Management Improvement Fund project in accordance with New York State Archives requirements.
The project involves completing an electronic inventory of inactive and active records, preparing destruction forms, developing office retention schedules, conducting a needs assessment report, creating a written records management plan, and drafting a records management policy and procedure manual. The prior consultant completed about 41.61 cubic feet out of 213.50 cubic feet for the inventory task. Proposals are due by May 8, 2026, at 2:00 p.m., submitted via email to [email protected]. The maximum bid price may not exceed the remaining grant allocation of $14,750.00.
REQUIRED DELIVERABLES
Task 1: Complete an Inventory of All Inactive and Active Records, Task 2: Destruction Forms, Task 3: Develop Office Retention Schedules, Task 4: Needs Assessment Report, Task 5: Records Management Plan, Task 6: Records Management Policy and Procedure Manual
REQUIRED ATTACHMENTS
6- Title Page
- Letter of Transmittal
- Firm Background
- Cost Proposal
- Insurance
- License to Practice in New York State
- Submit to
- [email protected]
- Scope location
- Newport, NY
Questions about this RFP
How do I respond to this RFP from Town of Newport?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is May 8, 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: [email protected]. For questions, contact Nathaniel Lowell.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Town of Newport 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 RFP 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 Nathaniel Lowell at (315) 914-0489. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Task 1: Complete an Inventory of All Inactive and Active Records, Task 2: Destruction Forms, Task 3: Develop Office Retention Schedules, Task 4: Needs Assessment Report, Task 5: Records Management Plan, Task 6: Records Management Policy and Procedure Manual. Proposals should clearly address how each deliverable will be met.
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Where can I find more RFPs from Town of Newport?
All active and historical solicitations from Town of Newport are tracked and searchable. As a city agency, Town of Newport 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 RFP?
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: Title Page, Letter of Transmittal, Firm Background, Cost Proposal, Insurance, License to Practice in New York State. Review the full document from Town of Newport for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Newport, NY. Review the full solicitation for detailed scope requirements.