OPPS Vital Records Archival Document Cases

The Illinois Department of Public Health is seeking a vendor to supply 2,000 archival document cases meeting National Archives and Records Administration (NARA) specifications for vital records storage at the Howlett Building in Springfield, Illinois. The cases must measure 10x9x5 inches, feature metal edges, hinged lids, and telescoping shallow fronts, with a minimum 60-point paperboard thickness and acid-free, lignin-free composition maintaining a pH balance between 8.0 and 9.5 in accordance with NARA's Acid-Free Archival Storage Containers specification (October 2015 or current version). Vendors must demonstrate compliance through submission of specification sheets, independent testing or certification results confirming NARA compliance, and warranty statements with their quotes, with all expenses included in the quoted price. Delivery must be completed within 60 days of award, and this constitutes a one-time purchase with no renewal options. Quotes are due by February 6, 2026, and must remain valid for 90 days from submission; all quotes must be submitted electronically through BidBuy. Award will be made to the qualified vendor offering the lowest price, and vendors must provide a one-year warranty covering defective cases with free replacement.

All vendors must execute the Standard Illinois Certifications (Version 26.2) as a material requirement and condition of contract award, certifying compliance with 34 distinct requirements covering vendor eligibility, legal compliance, ethical business practices, tax compliance, drug-free workplace standards, environmental regulations, cybersecurity compliance, domestic product procurement preferences, and employment anti-discrimination provisions. Vendors claiming the Illinois Business Preference or Domestic Product Preference may submit appropriate documentation and designations; bidders wishing to take exception to the Standard Terms and Conditions must submit a redlined version with their offer, subject to state acceptance or rejection. No specific set-aside designations for disadvantaged enterprises, incumbent vendors, or budget ranges are identified in the solicitation materials. Vendors must also comply with prevailing wage and collective bargaining obligations where applicable, maintain compliance with the Illinois Information Technology Accessibility Act Standards, and ensure inside delivery services to the 4th floor stacks of the Howlett Building located at 501 S. 2nd Street, Springfield, Illinois. False certifications expose vendors to contract voidance, suspension, debarment, civil fines, criminal penalties, and liability under the Illinois False Claims Act.