Revised RFQ Archival Document Cases.docx
DOCX document 29 KB Posted
- Attached to
- OPPS Vital Records Archival Document Cases
- Solicitation number
- 26-482DPH-POLPL-B-50566
- Issued by
- Sangamon County, Illinois
About this file
This is a Request for Quote issued by the Illinois Department of Public Health for archival document storage materials. The procurement seeks 2,000 archival-quality document cases meeting National Archives and Records Administration (NARA) specifications for storage at the Howlett Building in Springfield, Illinois. The cases must comply with NARA's Acid-Free Archival Storage Containers specification (October 2015 or current version) and feature specific dimensions of 10x9x5 inches with metal edges, hinged lids, and telescoping shallow fronts. Delivery must be completed within 60 days of award, with quotes due by the date and time specified in BidBuy. This is a one-time purchase with no renewal options.
Vendors must submit specification sheets, independent testing or certification results confirming NARA compliance, and warranty statements with their quotes, with all expenses included in the quoted price. Quotes must remain valid for 90 days from submission and be submitted electronically through BidBuy only. The cases must meet rigorous technical requirements including minimum 60-point paperboard thickness, acid-free and lignin-free composition, pH balance between 8.0 and 9.5, and specific performance standards for smoothness, abrasion resistance, and bending resistance. Vendors must provide a one-year warranty covering defective cases with free replacement. The State reserves the right to reject all offers or individual offers failing to meet requirements, and award will be made to the qualified vendor offering the lowest price.
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Text version
R E Q U E S T F O R Q U O T E Quotes must be back by the date and time indicated in BidBuy.
AGENCY: Illinois Department of Public Health CONTACT NAME: Craig Foxall CONTACT EMAIL: Craig.Foxall@illinois.gov
SPECIFICATIONS
CONTRACT LENGTH – One Time Purchase
QUANTITY – 2,000
WORK LOCATION – Howlett Building, 501 S. 2nd St, 4th FL Stacks, Springfield, IL
REQUIRED SERVICES – 2,000 archival document cases that meet the National Archive Records Act (NARA) specifications.
REQUIRED PRODUCTS & SERVICES
The vendor shall provide 2,000 archival-quality document cases that comply with the National Archives and Records Administration (NARA) Specification for Acid-Free Archival Storage Containers (October 2015) or most current version. All materials, construction methods, and performance requirements must conform to NARA standards. Vendors must submit a product specification sheet and independent test results or certification confirming compliance.
MANDATORY QUALIFICATIONS & TECHNICAL REQUIREMENTS
- Dimensions: 10x9x5 (WxHxD)
- Acid-free, lignin-free, and buffered with calcium carbonate
- Metal edged for durability
- Hinged lid with telescoping shallow front
- Paperboard thickness: minimum 60 pt, tested per TAPPI T 411
- pH balance between 8.0 and 9.5, tested per TAPPI T 509
- Smoothness: 175–220 Sheffield units
- Abrasion resistance: tested per TAPPI T 476
- Bending resistance: tested per TAPPI T 556 (7.5 degree deflection)
- Paperboard plate finish on both sides
- Nylon/polyester/polypropylene pull cord attached mechanically (no adhesives)
- Archival-quality adhesives if used in any construction
- Quality assurance provisions: vendor must provide test data upon request
- Identification markings: manufacturer name, pH range, year of manufacture, and words “low lignin” embossed on outside bottom of each box
PACKAGING & DELIVERY
Document cases must be packaged to prevent moisture damage, warping, or handling damage during shipment. Delivery shall be completed within 60 days of award. Late delivery may result in penalties or cancellation of award.
WARRANTY & GUARANTEE
Vendor must warrant that all cases meet the specifications for a minimum of one (1) year from delivery. Any defective cases must be replaced at no additional cost.
TERMS & CONDITIONS
Quotes must be valid for 90 days from submission. Only electronic submissions through BidBuy will be accepted. The State reserves the right to reject all offers or any offer that fails to meet
REQUIRED DOCUMENTATION -
Your response must include the following:
- Specification sheet for the product offered
- Independent testing or certification results verifying compliance with NARA specifications
- Warranty statement
- Confirmation that all expenses are included in the price
Only Electronic Submissions through BidBuy of Bids and Offers will be Accepted.
Note to Vendor: The quote must be valid for 90 days from date of submission and include all expenses. We reserve the right to reject all offers and to reject individual offers for failure to meet any requirement. The selected vendor must possess all mandatory qualifications and offer the lowest price.
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