IFB Vital Records Ordering Services Pricing Page Final.docx
DOCX document 69 KB Posted
- Contract number
- 25-482DPH-POLPL-P-86513
- Issued by
- Illinois
About this file
This is a pricing schedule for an Invitation for Bid (IFB) for vital records ordering services issued by the State of Illinois. The document outlines the pricing structure and transaction estimates for a state contract related to the processing and delivery of certified vital records documents.
The contract involves the provision of three core services: expedited 5-7 business day processing for certified birth certificates at $15.00 per transaction, certified death certificates at $19.00 per transaction, and certified verification of marriage/divorce documents at $10.00 per transaction. The estimated annual transaction volume is 27,500 for birth certificates, 6,500 for death certificates, and 1,000 for marriage/divorce verifications, resulting in a four-year estimated contract value of $1,734,000.00. The contract is structured as no-cost to the state, with the vendor collecting fees directly from customers and retaining revenue from an expedited 5-7 business day processing fee and next-day delivery fee. Pricing must be submitted in whole dollar amounts per transaction, and the total contract price is firm. Renewal terms are available at the same rate as the initial term unless alternative pricing is negotiated. The document specifies that vendor expenses are not allowed, and no fees may be charged for transaction types other than those listed.
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Text version
1. PRICING
2.1 FORMAT OF PRICING:
2.1.1 Vendor shall submit pricing in the format shown below, based on the terms and conditions set forth in the signed Contract. The number of transactions shown in the chart below is an estimate, and the actual number of transactions may change during the course of this contract. This is a no-cost contract to the state. Vendor will collect fees from the customers.
2.1.2 Initial Term Pricing shall be submitted in the following format: Vendor shall submit itemized pricing for the 5-7 business days expedited processing fee and next day Delivery fee, in the chart below. The cost that the Vendor must first charge the customer and then pay the Department is also indicated in the chart - this cost includes searches where no record was located. Vendor may not charge a fee for any other transaction types. Pricing must be in whole dollars per transaction.
Initial Term Pricing Chart
| Service |
| Price per transaction |
| Estimated Number of Transactions per year (2024) |
| Estimated Value for four years |
Expedited 5-7 business days processing fee
27,500
Next day delivery fee
15,000
| State Cost for Certified Birth Certificate |
| $15.00 |
| 20,000* |
$1,200,000.00
| State Cost for Certified Death Certificate |
| $19.00 |
| 6,500* |
$494,000.00
| State Cost for Certified verification of Marriage/Divorce |
| $10.00 |
| 1,000* |
| $40,000.00 |
*does not include multiple copies Total
2.2 TYPE OF PRICING: The Illinois Office of the Comptroller requires the State to indicate whether the contract price is firm or estimated at the time it is submitted for obligation. The total price of this contract is firm.
2.3 EXPENSES ALLOWED: Expenses are not allowed.
2.4 DISCOUNT: The State may receive a Click here to enter text % discount for payment within Click here to enter text days of receipt of correct invoice. This discount will not be a factor in making the award.
2.5 VENDOR’S PRICING: Attach additional pages if necessary or if the format of pricing specified above in Section 2.1 requires additional pages.
2.5.1. Vendor’s Price for the Initial Term: Enter Initial Term Pricing in Section 2.1.2 Chart Above.
For procurements conducted in BidBuy, the State may include in this contract the BidBuy Purchase Order as it contains the agreed pricing.
|_| If checked, see the attached BidBuy Purchase Order for the Vendor’s Price for the Initial Term.
2.5.2. Renewal Compensation: If the contract is renewed, the price shall be at the same rate as for the initial term unless a different compensation or formula for determining the renewal compensation is stated in this section.
2.5.2.1. Renewal Term Pricing shall be submitted in the following format: Vendor shall submit itemized pricing for the 5-7 business days expedited processing fee and next day Delivery fee, in the chart below. The cost that the Vendor must first charge the customer and then pay the Department is also indicated in the chart - this cost includes searches where no record was located. Vendor may not charge a fee for any other transaction types. Pricing must be in whole dollars per transaction.
Renewal Term Pricing
| Service |
| Price per transaction |
| Estimated Number of Transactions per year (2024) |
| Estimated Value for one year |
| Estimated Value for four years |
Expedited 5-7 business days processing fee
27,500
Next day delivery fee
15,000
| State Cost for Certified Birth Certificate |
| $15.00 |
| 20,000* |
$300,000.00
$1,200,000.00
| State Cost for Certified Death Certificate |
| $19.00 |
| 6,500* |
$123,500.00
$494,000.00
| State Cost for Certified verification of Marriage/Divorce |
| $10.00 |
| 1,000* |
| $10,000.00 |
| $40,000.00 |
*does not include multiple copies Total
Total
2.6 MAXIMUM AMOUNT: This contract is no cost to the state.
State of Illinois IFB
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