INVITATION TO BID
Bid due date: Tuesday, February 28, 2023, at 1:00 pm
Bid opening location: Paducah Board of Education, 500 S. 25th St. Paducah, KY 42003
Project Title: Kentucky Department of Library and Archives (KDLA) Local Records Grant Program for Paducah Independent Schools
The Paducah Independent School District is accepting sealed bids for the following equipment and services outlined in the sections below.
Section 1: Purchase of a new scanner/reader to access existing microfilm and aperture cards of student records.
Specifications include:
- Ability to interface with separate computer, monitor and printer (to be provided by the District)
- Camera image quality of at least 6.6 megapixels with auto-focus
- Scanner/reader software with the ability to scan, print and save images into PDF and JPG files
- Ability to view 16/35mm/cartridge roll film, microfiche, microfilm, and aperture card media
Section 2: Digitization of approximately 1500 aperture cards and 58 rolls of microfilm to include images of series L2363 and L5327 records (Public School District Records Retention Schedule published by the Kentucky Department of Libraries and Archives).
Specifications include:
- Identification of student records on existing microfilm rolls and aperture cards.
- Must conform to KDLA’s Microfilming and Digital Imaging of Public Records: A Procedural Guide
- Indexing of images to include student full name, date of birth, social security number
- Images of records accessible in PDF format with ability to save or print image files.
- Create digital images from microfilm rolls and aperture cards and provide images to the District via secure Cloud based storage
- Provide a copy of digital images to the Kentucky Department of Libraries and Archives (KDLA)
Bids should be separated by section with totals for each section and a sum total provided. Bidders may bid on all sections, one section only or a combination thereof. If you do not bid, please return a signed copy of this invitation and state reason. Please clearly mark the outside of your envelope as “No Bid”.
If you have questions concerning this request for sealed bid or need to schedule the required on-site visit, contact the Office of the Director of Pupil Personnel at 270-444-5600, x-1010. All questions related this request for sealed bid must be directed to the Office of the Director of Pupil Personnel no later than 4:00 p.m. CST on Monday, February 27th, 2023, to allow time for response prior to the due date of the bid.
It is incorporated through the required Invitation for Bid Proposal document, but I always suggest including that the project must conform to KDLA’s Microfilming and Digital Imaging of Public Records: A Procedural Guide
Indexing is generally a stand-alone section because of the requirements on indexing fields. I suggest listing the required indexing fields or stating that an example will be provided at the required on-site visit.
Invitation for Bid Proposal
INVITATION FOR BID PROPOSAL
The Paducah Independent School District is applying for a Kentucky Local Records Program grant and is now accepting bid proposals for services/equipment/supplies.
Special Conditions
1.Bid proposals for micrographics services will only be considered from offerers whose laboratories are certified by the Kentucky Department for Libraries and Archives.
2.Work must be performed in accordance with applicable policies and regulations of the Kentucky Department for Libraries and Archives as stated in 725 KAR 1:050. Microfilm produced with grant funds must be tested and approved by the Department before authorization for payment will be given.
3.Copies of digital images accompanied by the corresponding index(es) must be supplied to the Kentucky Department for Libraries and Archives upon completion of the project and before payment is rendered.
4.Roll microfilm used in this project must be polyester based.
5.Micrographics services offerers must indicate the roll length that will be used and provide an estimated roll count for each line item that is accurate to within one roll.
6.Grant funds may be expended for initial quality control costs. Costs accrued from additional quality control services will be the sole responsibility of the offerer.
7.Offerers for services must conduct an onsite examination of the materials before submitting a bid proposal. Special conditions or needs (photostats, bindings, physical conditions, formats, etc.) must be taken into account before a proposal is submitted. All proposals must include the date the onsite examination was made.
8.Clarification of terms, descriptions, conditions, or specifications for equipment/supplies is the sole responsibility of the offerer.
9.Bid proposals must include separate, itemized price quotes for each line item of the proposed project, or section for which the offerer is making a proposal, and a total cost of all sections bid on.
10.Offerers must provide services or materials within the term of the grant following the beginning of the FY 2024 and subsequent availability of state funds.
11.Written notification from the local agency and the signed, returned obligation statement shall constitute a legal obligation on the part of the offerer to provide the services as stated.
12.Selection of a bid proposal is contingent upon the award of the Local Records Program grant and subsequent availability of state funds.
13.Written proposals must be received no later than to be considered.
Signature/Title Printed Name Date
Troy Brock 02/21/2023