Do we need to conduct 100% image verification if we are not destroying the originals?
No, but you may want to spot check to ensure quality images.
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Quotes and Vendors
We plan on contracting with our BOCES. Do they have to have a CoSer in place before the application deadline?
No. The CoSer does not need to be in place before the application submission deadline.
Do we need to select a vendor prior to submitting our application?
No. You need an RFQ and quotes from vendors, but the selection of the vendor may occur once you receive notification of funding.
Are BOCES considered a Preferred Source for School Districts?
No. However, for purposes of applying for an LGRMIF grant, School Districts and BOCES proposing to contract with a BOCES do not have to submit three quotes when the service costs over $10,000. Applicants must be sure to include an RFQ and the detailed quote clearly delineating individual project costs. In such instances, though, School Districts and BOCES are still required to comply with SED’s M/WBE goals.
What is the difference between a vendor quote and a bid?
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 a 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.
When using a vendor quote, do we include the whole quote or just the page with the prices?
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.
What if we have been working with a vendor to complete similar work? Do we still have to provide three quotes?
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.
We didn’t choose the lowest quote provided. How should we handle that?
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.
Is it appropriate to request funding to microfilm or digitize records that could be destroyed according to a State Archives’ retention schedule but which we have decided to keep?
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.
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 trying to obtain quotes and justify why you need someone in such a specialized field.
