Village of Suffern, New York
Request for Proposals
Quality Control Review of Vital Records
RFP Issued: August 9, 2024
Proposals Due: August 16, 2024, 2:00 PM EST
Anticipated Award: August 23, 2024
Contact for this RFP:
Michael A. Genito, Village Treasurer
Village of Suffern
61 Washington Avenue
Suffern, NY 10901
mgenito@suffernny.gov
845-641-9276
The Village of Suffern, New York is seeking qualified vendors to provide a quality control review of records of birth and death certificates stored in the Village’s Laserfiche document management system.
The records to be reviewed include 126,218 birth certificates and 41,805 death certificates from calendar years 1976 through 2022. Birth certificates are indexed by last name, first name, middle name, suffix, date of birth, registration number, and record type (“birth”). Death certificates are indexed by last name, first name, middle name, suffix, date of death, registration number, and record type (“death”).
The quality control review to be conducted is what is commonly termed a “100% Quality Control” process to ensure that the records and associated indices are correct, clear, and complete. The selected vendor must assign at least two independent reviewers to review of the records and independently report any discrepancies in the correctness, clarity, or completeness of the records. Such reviewers must work independently, not together, in their review of the records. Each independent review must include the following to ensure that:
- No records are missing. The registration numbers should be sequential with no missing registration numbers.
- The information in the indices for each record must be complete and accurate, matching the information found in the record.
- The information on the image of the record must be clear and complete. The image should not be blurred, significantly speckled, marked or scratched, skewed, rotated, missing information due to improper cropping or other causes, or otherwise in a condition that compromises the information presented on the image.
The selected vendor must deliver a certification that the review was completed by at least two independent reviewers who each provided an independent report on their findings of any discrepancies in the correctness, clarity, or completeness of the records, along with the reports of the independent reviewers.
The selected vendor must have demonstrated experience and security policies and procedures working with confidential records and quality control practices. Experience working with Laserfiche document management systems is a plus. The vendor must provide at least three references that the vendor performed quality control services for digital records either as a project or part of a larger project (such as paper to digital or paper to microfilm imaging) including the company name, contact name, contact title, contact email address, and contact phone number.
The vendor must procure and maintain at their own expense the following insurance and shall maintain said insurance for all work performed pursuant to this RFP:
- Commercial General Liability Insurance $1,000,000 per occurrence, $2,000,000 aggregate
- If the use of automobiles is involved, automobile liability $1,000,000 combined single limit for owned, hired and borrowed and non-owned motor vehicles
- Workers' Compensation, Employers' Liability and Disability Benefits Insurance for all employees. Proof of coverage must be provided.
- Insurance policies must name the Village of Suffern as an additional insured. The vendor shall comply with all applicable federal, state, and local laws, rules and regulations.
The Village will issue one or more purchase orders for the work to be performed. The project will be considered complete, and payment issued by the Village within thirty (30) calendar days after the Village has accepted the deliverables and is in receipt of an invoice from the vendor. The invoice must include the vendor’s name, address, and phone number, invoice date, purchase order number(s), listing of services performed, and invoice amount.
The award of a contract will be at the sole discretion of the Village. The award will be based upon the evaluation of all information as requested by the Village. The Village reserves the right to accept or reject any or all proposals in whole or in part and to waive any informalities in the proposals. The Village reserves the right to enter into any contract deemed to be in the best interest of the Village. Selection will be made to the vendor deemed fully qualified and best suited among those submitting proposals based on experience, qualifications, references, skills, completeness of proposal, and pricing.
The successful vendor will be notified of the award of contract upon a favorable decision by the Village Treasurer. This RFP and the vendor’s proposal, subject to modifications as to form and content approved and executed by the vendor and the Village will serve as the underlying contract.
/s/ Michael A. Genito
Michael A. Genito
Village Treasurer
August 9, 2024
