59282 Vital Statistics Certificate Binders

The Commonwealth of Kentucky, Department for Public Health, on behalf of Elliott County, issued Request for Bid 758 1900000478 for the procurement of Vital Statistics Certificate Binders under Commodity Code 61509. This procurement sought binders and binding components in multiple categories corresponding to birth, divorce, death, marriage, and delayed birth vital statistics records, with both current-year and historical binders required in specified dimensions and configurations. The solicitation encompassed 30 distinct line items including metal posts of various lengths, universal nuts, blank end flaps, and canvas-covered binders constructed from eight-ounce army duck canvas in light blue with precise hole placements and threading specifications. Order quantities ranged from 5 to 500 units per line item, with the largest volumes requested for metal binding components and canvas binders for birth records from 1988-2003. The awarded vendor was required to submit a sample pair of binders and end flaps within 30 to 45 days of contract award for approval by the Cabinet for Health and Family Services prior to production. The procurement was evaluated on a best value basis with pricing weighted at 90 points and delivery weighted at 10 points, with pricing quoted as F.O.B. Destination Freight Prepaid and Allowed. The initial bid closing occurred on February 26, 2019, at 1:30 p.m., with subsequent modifications extending the deadline to March 7, 2019, at 1:30 p.m. Site visits to view sample binder parts were available at 275 East Main Street, Frankfort, Kentucky, Monday through Friday between 8:00 a.m. and 4:30 p.m., and bidders were prohibited from discussing pricing or asking questions during these visits.

Kentucky resident bidders were eligible for reciprocal preference consideration, while qualified bidders including Kentucky Correctional Industries and Kentucky Industries for the Blind received additional preference scoring in the evaluation process. The contract was established as a Master Agreement with an initial one-year term from the date of award and an optional renewal for four additional one-year periods, subject to written approval by all parties. Pricing was locked for the first twelve months with no increases permitted; thereafter, vendors could request increases based on industry-wide price changes with thirty days' written notice and supporting documentation. All bidders were required to submit signed solicitation documents, completed bid information reflecting best price and best delivery terms, Kentucky Tax Registration Form 10A100, and applicable affidavits including compliance certifications under Kentucky statutes regarding campaign finance, tax registration, and trade restrictions. One percent per day would be deducted from invoices for each day delivery exceeded the contracted due date. No specific award value or budget range was disclosed in the solicitation documents; pricing was determined competitively through the bid process based on the complete catalog of items and quantities specified in Attachment C.