You are here

Invitation for Bids (IFB)

IFB # 22-003
NEW YORK STATE EDUCATION DEPARTMENT

Update 6/29/2022

  • The IFB has been amended to allow for 50% subcontracting. Please see the IFB and Q&A documents for additional information.
  • The Q&A has been posted below.
  • If using subcontractors, please fill out the subcontracting tab on the revised cost proposal.
  • The due date has been extended until July 21, 2022.

Conservation and Digitization of New York State Engineer and Surveyor Sectional Maps of the Erie, Champlain, and Oswego Canals, 1896 (“Schillner Maps,” Series B0253)

The New York State Education Department (NYSED) New York State Archives (NYSA) is seeking bids from qualified vendors for the professional conservation treatment and high-resolution digitization of 71 manuscripts, hand-colored, oversized maps.

Qualified vendors are those that meet the following requirements:

  • Vendor has performed a minimum of 50 projects for conservation of high volume, highly valuable collections on paper of an age and condition similar to heavily used, oversized, 19th-century maps. The treatments used in these projects must have adhered American Institute for Conservation Code of Ethics and Guidelines for Practice.
  • Supervising conservator(s) have:
    • graduate degree from a recognized training program with a specialization in paper conservation; or equivalent experience and training
    • hold Professional Associate or Fellow status in American Institute for Conservation.

Bids for conservation treatment and digitization shall meet the requirements outlined in the documents below.

Subcontracting will be limited to fifty percent (50%) of the total contract budget. Subcontracting is defined as non-employee direct personal services and related incidental expenses, including travel.

There are no M/WBE goals for this procurement. However, as part of NYSED’s commitment to use M/WBE firms, NYSED strongly encourages the use of New York State certified M/WBE firms as suppliers to the greatest extent possible.

NYSED will award one contract pursuant to this IFB. The contract resulting from this IFB will be for a term anticipated to begin August 1, 2022, and to be completed by April 1, 2023.

Service Area: Statewide

Documents

Invitation for Bids (IFB)- Revised | Invitation for Bids (IFB)- Revised
Submission Documents | Submission Documents  
Cost Proposal - Revised
Questions & Answers | Questions & Answers

Questions regarding this IFB

Questions regarding the request must be submitted by email to sararfp@nysed.gov no later than the close of business June 24, 2022. Questions regarding this request should be identified as Program or Fiscal. A Questions and Answers Summary will be posted to http://www.archives.nysed.gov/ifb22003 no later than July 1, 2022. The following are the designated contacts for this procurement:

Program Matters
Clare Flemming sararfp@nysed.gov

Fiscal Matters
Adam Kutryb sararfp@nysed.gov

Submission

Bidders are requested to submit their bids electronically. The following documents should be submitted by email as detailed in the Submission section of the IFB, and must be received at NYSED no later than July 21, 2022 by 3:00 PM Eastern Time:

  1. Submission Documents labeled [name of bidder] Submission Documents IFB #22-003
  2. Cost Proposal labeled [name of bidder] Cost Proposal IFB #22-003 The email address for all the documentation is cau@nysed.gov.