GAYLORD ARCHIVAL - NOTICE OF SOLE SOURCE PURCHASE.pdf

MISSISSIPPI DEPARTMENT OF ARCHIVES AND HISTORY (MDAH)

Notice of Proposed Sole Source Purchase

RFI# 3150006430

MDAH anticipates purchasing the commodity listed below as a sole source purchase. Anyone objecting that this is a sole source purchase shall follow the procedures outlined below.

1. Description of commodity

All cases below are museum-quality cases manufactured by Gaylord Archival:

2- AXS tower exhibit cases 84H X 59 ¼ W x 29 ¾ D

9- Little Gem wall exhibit cases 16H x 16W x 12 D

8- Gaylord Archival Sapphire Pedestal cases 52 x 45 x 22

2- Gaylord Archival League Jesey Wall Showcases

2. Explanation of why the commodity is the only one that can meet the needs of the agency

These Gaylord Archival display cases are needed for the display of valuable museum artifacts owned by the Mississippi Department of Archives and History, and for artifacts that are on loan from other museums and institutions. The display cases must be of museum grade quality—they must be manufactured to strict standards and use materials that will not damage artifacts or accelerate deterioration. Gaylord’s products are acid -free, lignin-free, and use PH neutral barrier boards.

Additionally, they are built so that artifacts can be installed in a manner that minimizes the risk of damage.

3. Explanation of why the source is the only entity that can provide required commodity

Gaylord Archival is a leading provider of preservation and museum products for institutions worldwide. They offer a wide range of archival-quality supplies designed to safely store, protect, and exhibit valuable artifacts. They are the sole source provider of all the cases with the following features:

The AXS system (patent pending) features a museum grade design with a magnetic system for one person installation, minimalist design, and can be stored flat.

The Little Gem Exhibit cases are museum quality cases with hand-finished, buffed acrylic vitrine with solvent beveled seams, and security features.

The Saphire Primed Pedestal cases feature museum-quality, medium-density fiberboard base and display deck will not produce harmful gases. Lift-off acrylic vitrines allow viewing from all sides, as well as the top. The vitrine secures in place to prevent tampering and damage.

The Gaylord Archival League Jersey Wall-mount Display case features museum quality features including a built-in acrylic hanger that allows for safely mounting the textile.

4. Explanation of why the amount to be expended for the commodity is reasonable

MDAH is the state agency charged with preserving, protecting and displaying artifacts of significance to Mississippi’s history and culture. Aside from the permanent exhibits at the Two Mississippi Museums, MDAH hosts at least one temporary exhibit a year, displaying various historical artifacts including textiles, archival documents and photographs, and 3-dimmensional objects of all shapes, sizes and materials. In 2026, the Two Mississippi Museums will host the in-house exhibit titled Mississippi Made, which will include over 250 historical artifacts. The exhibit cases are a necessity for this exhibit as MDAH does not have nearly enough cases for the exhibit of this magnitude. Additionally, the cases will be re-used for museum exhibits for many years to come and will allow for larger-scale in-house and traveling exhibits-—making the amount expended reasonable and necessary.

5. Effort that the agency went through to obtain the best possible price for the commodity

The Curatorial Services team researched in earnest the other museum supply companies including University Products, Light Impressions, and Delta Designs, among others . No other company sold the display cases of the size, dimension, and features needed for our upcoming exhibits.

6. Procedures for any person or entity that objects and proposes that the commodity published on the procurement portal is not the sole source and can be provided by another person or entity.

Any person or entity that objects and proposes that the commodity is not a sole source and can be provided by another person or entity shall submit a written notice by August 18, 2025 at 5:00 pm to:

Joey Roberts

Finance Director

Mississippi Department of Archives and History

JRoberts@mdah.ms.gov

Subject line must read: Sole Source Objection

The objection notice must contain a detailed explanation of why the commodity is not a sole source procurement. Appropriate documentation shall also be submitted if applicable.

Publish Dates: July 28, 2025 and August 4, 2025 mailto:JRoberts@mdah.ms.gov