It’s fine for the vendor quote to include quality control as part of the scanning quote but your budget narrative will need to make that clear to reviewers.
No, but you may want to spot check to ensure quality images.
No. The CoSer does not need to be in place before the application submission deadline.
No. You need an RFQ and quotes from vendors, but the selection of the vendor may occur once you receive notification of funding.
A vendor quote is a price quote provided by a vendor for a specific product or service associated with your application and proposed project. Generally, it is in response to a Request for Quote (RFQ), Request for Proposal (RFP), or Request for Information (RFI) that you developed. Upon notification of an LGRMIF grant award you are required to follow state law and locally adopted procurement policies and procedures for the acquisition of project-related products and services.
Include the entire, detailed quote. For Purchased Services over $10,000, also provide the Request for Quotes (RFQ) you distributed to vendors, even if the vendor is on state contract or is a preferred vendor.
If you have a longstanding relationship with an existing vendor and your local government does not require you to re-bid for the services of this vendor periodically, then you can provide a quote from that vendor without providing two other quotes. Unless your government has no written procedures on procurement, your application must demonstrate compliance with these procedures by providing copies of the official procurement procedures you are following along with an explanation of how you will follow these during your proposed grants project.
If you choose a quote other than the lowest quote, justify why you did not choose the lowest one and explain what makes the one you chose more desirable. The reviewers will evaluate whether the case you make for a higher quote is justifiable or not. Compliance with SED's M/WBE requirements may be justification for not choosing the lowest quote.
The reviewers are unlikely to recommend funding for records that have met their retention requirements. However, if you believe holding the records beyond their required retention period is the best course of action, you must make a strong case for why the LGRMIF should invest in records that could be destroyed.
The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department.