Phmc Pa State Archives Archival Supplies

SCOPE OF WORK

PROJECT INFORMATION

Name: Issuing Office:

Project Manager:

Archival Supplies

Lisa A. Burchfield

PA Historical & Museum Commission

400 North Street

Keystone Building, 2nd Floor

Harrisburg, PA 17120

717-705-0557

liburchfie@pa.gov

Joshua Stahlman

PA State Archives 1681 N 6th Street

Harrisburg, PA 17102

717-772-3257

jostahlman@pa.gov

The Pennsylvania Historical and Museum Commission seeks to purchase museum grade storage containers and related archival supplies.

BID SUBMISSION

This is an electronic bid due by 2:00 PM on Thursday, November 13, 2025. The Invitation for Bid (IFB) can be viewed and downloaded by accessing the Pennsylvania Department of General Services (DGS) website at: http://www.emarketplace.state.pa.us, click on “Solicitations” and the search under solicitation #6100064654. At the bottom of the solicitation you will be directed to go to the website www.pasupplierportal.state.pa.us to view and download the documents, and enter an electronic bid. No paper bids, faxes or emails will be accepted. Technical help in submitting bids can be obtained at the DGS help desk at 877-435-7363.

This is a low-cost bid in which the lowest bidder will be awarded.

BID QUESTIONS

All non-technical questions should be directed to the Issuing Officer, Lisa Burchfield at---liburchfie@pa.gov by Tuesday, November 4, 2025 @ 4:00PM. Answers to all questions and/or formal addendums will be posted to www.emarketplace.state.pa.us (Solicitation #6100064654). All questions and answers will become an addendum to the IFB The issuing office shall not be bound by any verbal information, nor shall it be bound by any written information that is not either contained within the IFB or formally issued as an addendum by the issuing office. Each potential bidder is responsible to monitor the above website for new or revised bid information prior to submission of the bid.

TERM OF PURCHASE ORDER

The terms of the purchase order will commence on the Effective Date listed on the purchase order and will terminate after one (1) year. The Commonwealth has the option to

renew this contract for four (4) additional consecutive one (1) year terms if both parties are agreeable. The same terms and conditions set forth in the initial contract will remain in full effect for all renewal periods. If the renewal option is executed, the contractor may adjust the pricing per item at each yearly renewal period provided the price does not increase by more than 2% annually.

The line-item quantities on the purchase order are estimated, and the awarded supplier will only send supplies when prompted by an order placed by the PA State Archives.

STATEMENT OF WORK

The Pennsylvania State Archives is dedicated to collecting, preserving, and providing access to the permanently valuable public records of the Commonwealth, with a particular focus on the documentation of state government. Central to this mission is the long-term care and protection of historical materials through proper archival housing that mitigates deterioration and ensures their availability for future generations.

To support this work, the Collections Management section relies daily on a wide array of archival containers, folders, and preservation supplies. Over the last two years, the section processed an average of approximately 1,270 cubic feet per year.

In addition to ongoing preservation efforts, the State Archives has launched a multi-year initiative to rehouse collections currently stored in non-archival containers. Resulting from decades-old and outdated processes, many holdings remain in enclosures that fall short of accepted preservation standards. This project aims to provide archival containers for these vulnerable materials, significantly enhancing their longevity.

To meet both the demands of standard archival workflows and the expanded scope of the rehousing initiative, the Archives anticipates the need for the procurement of specialized storage containers and related archival supplies.

SPECIFICATIONS

The specifications are as described in Appendix A Supply List and the quantities on the line items of the IFB are estimated. Please note shipping costs will be estimated by PHMC and are not part of this IFB.

INFORMATION REQUIRED FROM BIDDER

To be considered, bids must respond to all requirements in this IFB. Any other information thought to be relevant, but not applicable to the categories below, should be provided as an attachment to the required bid information. Bidder must submit the following information as attachments to their electronic bid documents:

A. Potential bidders shall complete their IFB responses electronically.

B. Addendums (if issued) must be signed and attached with IFB response.

C. Complete the Reciprocal Limitations Act Requirement form (GSPUR-89) and Worker Protection and Investment Certification Form (BOP 2201) and attach to the bid.

BID RESULTS

Bidders may obtain bid results by accessing: http://www.emarketplace.state.pa.us. Select “Bid Results” (bottom of screen). The results are the apparent bidders and all bids are under review until final award of the purchase order.