Support for Fulfillment of Requests under Freedom of Information Law (FOIL)

Support for Fulfillment of Requests under
Freedom of Information Law (FOIL)
Request for Proposals
Posting Date: July 14, 2026
Submission Deadline: August 4, 2026
City Attorney's Office
Ithaca City Hall
108 E. Green Street
Ithaca, NY 14850

The City of Ithaca is requesting proposals from qualified firms or individuals to conduct a
substantive review of the City's responsive records for numerous requests made under
Article 6 of the NY Public Officers Law, colloquially known as FOIL (Freedom of Information
Law).
This document outlines the scope of work for supporting review of Freedom of Information
Law ("FOIL") requests and responsive records. Electronic proposals will be accepted until
August 4, 2026, at 5:00 PM. Proposals shall be submitted by email* to:
attorney@cityofithaca.org.
*
An email reply will be sent confirming the City's receipt of the proposal. Please contact the City if you do not receive
a confirmation email within two business days.
Summary
New York Public Officers Law 87-89-known as the Freedom of Information Law, or FOIL, requires
municipalities to provide access to records that they maintain when requested by a member of the public.
There are exceptions to this access, which may be effectuated through redacting documents or
withholding portions or entire documents. As a result, the review of requests and potentially responsive
records must be done responsibly and rigorously. Timeframes and other requirements in the law require
that the review be prompt and thorough.
With an uptick in FOIL requests in recent years, the City seeks to be more aggressive in its fulfillment of
these requests, balancing transparency and responsiveness with protection of excepted information as
permitted by law. The City recently transitioned to a new FOIL fulfillment platform which expedites review.
Responsive records to the requests made before this transition are still housed in the previous platform.
The successful bidder for this RFP will review responsive records on the previous platform and assist the
City Attorney and City Clerk's Office in clearing out the existing backlog of requests.
Background
Scope of Work and Deliverables
The City seeks an independent contractor to comply with the requirements of NY Public Officers Law to
fulfill records requests made under FOIL and prepare them for release to those requestors. The successful
bidder will review records that have been gathered, ensure they fit within the scope of the original FOIL
request, redact material that falls within the criteria of FOIL, and prepare records for release, with a
description of the redaction and bases for appeal as required by the law.
The successful bidder will be analyzing requests, performing a first review of records, or performing a
"second review" of records, as the first review has been accomplished by administrative staff of the City
Attorney's Office.
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RFP Submission Requirements
The City of Ithaca ("City") encourages prospective partners to submit the following documents
electronically to attorney@cityofithaca.org.
Submissions will only be accepted via email using the following address and subject line:
Email: attorney@cityofithaca.org
Subject Line: RFP Response, FOIL Review
Responses submitted to this Request for Proposal (RFP) will become property of the City of Ithaca at the
time of submission. Any confidential information, such as a company's financial status, if required by the
specifications, shall be submitted separately and marked "Confidential." All responses may be released
pursuant to the Freedom of Information Law. This RFP is subject to the City of Ithaca Purchasing Policy
and Procedure Manual and all applicable local, state, and federal law. All proposals must be submitted by
the August 4, 2026, at 5:00 PM. The City of Ithaca may extend the advertising period of this RFP in its sole
discretion.
Each proposal will be evaluated based on the following documents and requirements. Submissions must
include all of the following, including a cover letter, to be deemed complete. Notwithstanding the weight
indicators below, the City reserves sole award discretion.
1. Cover Letter
Provide a cover letter summarizing the applicant's qualifications, operational experience, and proposed
approach to the execution of this project.
2. Qualification & Capabilities
Describe the qualifications and capabilities of the firm, team, and/or individual(s) as they relate to the
requested project work. If any aspect of the project is to be outsourced, this must be noted in the proposal
and include the outsourced firm's identifications and qualifications.
3. Technical Approach
Include a detailed work plan that lists all tasks determined necessary to accomplish the work outlined in
the Scope of Work section. The work plan shall define resources needed for each task (title and person-
hours) and the firm's staff person(s) completing the project task. Additionally, the plan should provide a
timeline that details the approximate duration for each task and milestone.
The work plan should also give details of any City staffing needs, including expected time duration and
frequency. Any additional information or documents needed from City staff should be included in this
section of the submission. Additional project elements or deliverables suggested by the consultant can be
included in the work plan and identified as 'consultant suggested elements.'
4. Past Project Experience
Please include examples of comparable projects and at least three references.
5. Cost Proposal
A cost breakdown shall be submitted as part of the proposal. Fees are to include the names, title, hourly
rates, overhead factors, and any other details from which the overall project costs and costs for each
element have been derived. The fees are to relate in detail to each item of the proposed work plan.
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Applicants must justify the details of the fee proposal relative to personnel costs, overhead, how the
overhead rate is derived, material, and time.
If applicable, provide the price of any optional services that would be complementary to the services
requested.
Important Dates
Publication of RFP July 14, 2026
Proposal Submission Deadline August 4, 2026
Selection August 6, 2026
Project Kickoff Meeting August 10, 2026
Proposal Evaluation
A selection committee composed of City staff will evaluate each proposal by the above-described criteria
to select a short list of applicants for further consideration. The City reserves the right to reject proposals
found to be unresponsive and/or deficient in any of the requested information. The submission of a
proposal with all requested information does not guarantee that the applicant is a candidate for further
consideration. The City may contact references to verify material submitted by an applicant.
Each person signing the proposal certifies that they are the person in the applicant's organization
responsible for determining the fees offered in the Proposal, and that they have not and will not participate
in any action contrary to the terms of this provision.
The City is committed to diversity, justice, and inclusion. The City encourages women- and minority-owned
businesses to submit responses and Awardees to utilize such businesses for supplies, equipment, and
services.
All proposals will be evaluated in accordance with the tabulation schedule Attached as Appendix A. The City
reserves the right to waive any and all irregularities, to request additional information as required in order to
make a procurement in the best interest of the City, and to reject any and all proposals for any reason.
Next Steps
Following selection, the City intends to work with the identified applicant to define the terms of the
contract, including the definition of a workplan with milestones and deliverables. The resulting agreement
will be subject to the City of Ithaca Terms and Conditions, which are attached as Appendix B.
Payment Terms:
Payment terms subject to negotiation at the option of the City following award. Interest penalties against
the City will not be allowed. The City is not subject to Federal, State, or Local taxes. The City shall not be
liable for any costs incurred by an applicant or Awardee prior to the date of execution of a contract.
Award of this RFP does not constitute execution of a contract.
Non-Appropriation Clause:
In accordance with New York State General Municipal Law, the City will not be liable for any purchases
or contracts for goods or services for which funding is not available. As a result, the applicant agrees to
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hold the City harmless for any contracts let for which funding either does not currently exist, or for which
funding has been removed prior to the authorization to proceed. Should it become necessary for the City
to cancel a project after the order to proceed has been issued, the applicant agrees that the City's
liability is strictly limited to only those financial damages that it can prove to have incurred as a result of
the Contract termination.
Indemnification, Hold Harmless, and Insurance:
The successful applicant ("Awardee") shall release, waive, indemnify, hold harmless, and defend the City
and its officers, employees, agents, and elected officials from and against any and all claims, demands,
actions, causes of action, suits, or judgements, including but not limited to, losses, costs, expenses,
penalties, or other damages or liability brought against the City and its officers, employees, agents, and
elected officials for injury, illness, or death to any person or persons or damage to property arising out of
the performance of this RFP by the Awardee, its employees, subcontractors, or agents with the
exception of actions and claims arising out of the negligence of the City. The indemnification will survive
the term of this RFP.
The Awardee will be required to procure and maintain, at its own expense, the minimum limits of insurance
as described herein or as required by law, whichever is greater.
Contract Award
The Contract award, if any, will be made by August 6, 2026. The Contract shall be awarded to the applicant
who submits the proposal that proves to be in the best interest of the City. The City reserves the right to
reject any or all proposals, to waive any informalities, and to accept the proposal that serves the best
interest of the community. This RFP does not commit the City to award any contract or to pay any costs
incurred in the preparation of this proposal.
The resulting Contract will incorporate the City of Ithaca Contract Terms and Conditions, this RFP, any
addendum, and Respondent's response thereto, all additional agreements and stipulations, and the results
of any final negotiations will constitute the final Contract. The terms and conditions as contained in the
final executed Contract for Services shall take precedence over any conflicting terms.
Contract Extension:
The City agrees, under New York General Municipal Law, to allow all authorized users who wish to utilize
any Contract awarded as a result of this solicitation to do so. However, it is understood that the extension
of such Contract is at the discretion of the Awardee and the Awardee is only bound to the Contract
between itself and the City. The City shall not be a party to any such extended contract.
Contact Information
All questions and communications should be in writing and sent via e-mail. Questions and requests for
clarifications related to definition or interpretation of this RFP shall be submitted via email to
attorney@cityofithaca.org no later than 5:00 PM on August 3, 2026.
APPENDIX A: TABULATION SHEET
APPENDIX B: CITY OF ITHACA TERMS AND CONDITIONS
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