Document Heritage and Preservation Services for New York (DHPSNY)

The New York State Education Department (NYSED), Office of Cultural Education is seeking proposals for the Documentary Heritage and Preservation Services for New York (DHPSNY). DHPSNY provides a set of supports and educational services for eligible archives, libraries, historical societies, museums, and other institutions that hold historical records and/or library research materials and operate programs to preserve them and make them accessible. Supports and services will be available to over 5,000 eligible New York organizations and tailored to those organizations.

The principal activities through which these supports and services are to be provided include communications and outreach; planning and assessment services; and educational services.

Program activities focus on achieving the following outcomes:

• New York collecting institution staff increase their knowledge of preservation and accessibility, as well as their confidence in applying this knowledge.
• New York collecting institutions improve their adherence to standards and best practices for preservation and accessibility.
• New York collecting institutions enhance the accessibility of New York’s historical records and library research materials.

The eligible bidder is a public or nonprofit professional agency or organization with the capacity to provide specified services to eligible archives, libraries, historical societies, museums, and other institutions that hold historical records and/or library research materials and operate programs to preserve them and make them accessible.

Subcontracting will be limited to thirty percent (30%) of the total contract budget. Subcontracting is defined as non-employee direct personal services and related incidental expenses, including travel.

NYSED will award 1 contract pursuant to this RFP. The contract resulting from this RFP will be for a term anticipated to begin November 1, 2025 and to end October 31, 2030.

Questions regarding the request must be submitted via online form no later than the close of business 6/30/2025. A Questions and Answers Summary will be posted to NYSED’s Procurement website no later than 7/14/2025.