59282 Vital Statistics Certificate Binders

The Commonwealth of Kentucky's Finance and Administration Cabinet, on behalf of the Department for Public Health within Elliott County, issued Request for Bid (RFB) 758 1900000541 for the procurement of Vital Statistics Certificate Binders (commodity group 59282). The solicitation seeks vendors to supply 30 distinct line items of canvas-covered binders and binding components organized by vital record type, including Birth, Death, Divorce, Marriage, and Delayed Birth certificates. Deliverables include top and bottom binder flaps in multiple sizes ranging from 7 inches by 6 inches to 11.5 inches by 9 inches, end flaps, spines, nickel-plated solid metal posts in various lengths from 2.75 inches to 4.5 inches, and universal nuts, with order quantities ranging from 30 to 500 units per item. All binders must be constructed from 8-ounce army duck canvas in light blue with specified hole placements and lettering requirements, as detailed in the revised catalog (Attachment C) and illustrated through visual specification examples (Attachments F through K). The Commonwealth evaluated bids using a best-value ranking approach allocating 90 points to price and 10 points to delivery time, with vendors required to provide specific delivery times in working days and subject to one percent per-day invoice deductions for each day delivery deadlines are missed. The awarded vendor must produce 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. Written questions were due by March 14, 2019 at 12:00 PM ET, with sealed bid submissions required by March 19, 2019 at 1:30 PM ET to the Office of Procurement Services, Bid Clerk, 702 Capitol Avenue, Capitol Annex Room 095, Frankfort, Kentucky 40601; vendors could also view sample binder parts at 275 East Main Street, Frankfort, Kentucky 40621, Room 1E-A, Monday through Friday between 8:00 AM and 4:30 PM.

Kentucky resident bidders receive reciprocal preferences, and qualified bidders including Kentucky Correctional Industries and Kentucky Industries for the Blind receive applicable preference points based on the affidavit requirements outlined in Attachment B. All bidders must submit a signed face of the solicitation, completed bid information reflecting best price and delivery terms, required tax registration forms, affidavits for resident status if applicable, and foreign entity certificates of authority before contract award. The contract will be awarded as a group for all line items, with an initial contract period of one year from the date of award and optional renewal for four additional one-year periods, and the Office of Procurement Services reserves the right to extend the master agreement to other state agencies with vendor consent. All proposed pricing must remain valid for a minimum of 60 calendar days after the bid due date, with price increases prohibited during the first 12 months of the contract; subsequent increases require written justification based on industry-wide price changes and Commonwealth approval. The Commonwealth will pay invoices within 30 working days of receipt and does not include federal excise tax or Kentucky sales or use tax in quoted prices. No specific budget range or award value was disclosed in the solicitation documents, though the contract encompasses a comprehensive catalog of binder components and materials for Kentucky's vital statistics recordkeeping operations.