What if we are seeking a consultant in a very specialized field and cannot obtain three quotes?
If this is the case, be sure to demonstrate the effort you made in trying to obtain quotes and justify why you need someone in such a specialized field.
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Quotes and Vendors
My vendor does 100% quality control of the digital or micrographic images they produce. Do I have to look at the images also?
As an LGRMIF grantee, you will be required to follow all of the relevant State Archives’ standards and guidelines, and one of these is that you conduct your own content verification to ensure that the vendor did not miss images in the course of filming or scanning. This is especially important for projects where you propose to destroy the original records.
With a conservation project, sometimes you do not know the details of the condition of the records involved and what needs to be done to stabilize the records. How do we come up with expense figures in this situation?
Such a situation requires an evaluation by a conservation expert, and you can apply for a grant under the Historical Records category to develop a proposed conservation treatment plan. When applying for a grant to conserve the records, be sure to submit a copy of the conservation treatment report so reviewers can evaluate whether the proposed treatment is appropriate.
When working with a vendor, should we tell them how much money we are looking for in a project?
It is best to tell the vendor the problem to be addressed and what you would like to do about it. Allow them to develop a dollar figure for the work to be done.
What if shelving costs are $30,000 and installation is part of that cost? Would three quotes be needed since it would be a service over $10,000?
No, it would not. The key is the unit cost of the shelving. Since one unit of shelving is well below the $10,000 threshold and installation is part of that per-unit cost, three quotes would not be required.
