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B19001577 Digitization of Archival Collection at Hawaii State Archives

General Information
Solicitation Number
B19001577
Status
Awarded
Department
Accounting and General Services
Division
Archives
Islands (where the work/delivery is to be performed)
Oahu
Category
Goods and Services
Release Date
04/22/2019
Offer Due Date & Time
05/03/2019 02:00 PM
Description
The Hawaiʻi State Archives (HSA) has a large collection of historic records of permanent value – in A7-A1 sized loose and bound formats – in the Foreign Office and Executive Records Series. HSA is soliciting bids to digitize archival analog materials. The contract shall be for a period of one year with the option of extending for three additional years contingent upon need, availability of funds and appropriate approvals each year. The desired start date is June 1, 2019.
Contact Person
Yi, Ju Sun
Email
ju.sun.yi@hawaii.gov
Phone
808-586-0312
General Comments
Procurement Officer
Adam Jansen
Attachments
FOEX Scanning Requirements-FOEX Scanning Requirements_20190422.docx


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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: Yi, Ju Sun.

B19001577 Digitization of Archival Collection at Hawaii State Archives

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
Digitization/Scanning of Archival Records at Hawaii State Archiv
1
EACH
518210, 518210, 518210, 518210 

Code Table
Commodity Code Description
518210 Optical scanning services
518210 Scanning services, optical
518210 Data capture imaging services
518210 Data entry services
General
Quantity
1
Unit of Measure
EACH
Title
Digitization/Scanning of Archival Records at Hawaii State Archiv
Description
The Hawaiʻi State Archives (HSA) has a large collection of historic records of permanent value – in A7-A1 sized loose and bound formats – in the Foreign Office and Executive Records Series. HSA is soliciting bids to digitize the analog materials. The contract shall be for a period of one year with the option of extending for three additional years contingent upon need, availability of funds and appropriate approvals each year. The desired start date is June 1, 2019.The Hawaiʻi State Archives (HSA) has a large collection of historic records of permanent value – in A7-A1 sized loose and bound formats – in the Foreign Office and Executive Records Series. HSA is soliciting bids to digitize the analog materials. The contract shall be for a period of one year with the option of extending for three additional years contingent upon need, availability of funds and appropriate approvals each year. The desired start date is June 1, 2019.
Attachments

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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: Yi, Ju Sun.

B19001577 Digitization of Archival Collection at Hawaii State Archives

Instructions
  • ADDITIONAL FEES AND CHARGES: Vendors shall include all applicable fees, charges, surcharges, shipping/handling, delivery, or any other charges associated with this solicitation in the price submitted.
  • HAWAII GENERAL EXCISE TAX (GET): Unless otherwise stated in this solicitation, vendors shall include all applicable taxes in the price submitted. The Hawaii General Excise Tax (GET) shall not exceed 4.712% for the islands of Oahu and Kauai, 4.4386% for the island of Hawaii and 4.1666% for the island of Maui.
  • VENDOR NON-COMPLIANCE : NON-COMPLIANCE may result in a vendor not receiving an award, delay of payment, or cancellation of award. If the vendor does not maintain timely compliance, which is the vendor’s responsibility, an offer otherwise deemed responsive and responsible may not be awarded. State agencies may check for compliance at any time.
  • VENDOR COMPLIANCE – PAPER DOCUMENTS : Vendors not utilizing HCE shall provide paper certificates that must be valid at the time of award. All applications for applicable clearances are the responsibility of the vendor, who must be compliant pursuant to HRS§103D-310(c) with the chapters 1) Chapter 237, General Excise Tax Laws; 2) Chapter 382, Hawaii Employment Security Law; 3)Chapter 386, Worker’s Compensation Law; 4) Chapter 392, Temporary Disability Insurance; 5)Chapter 393, Prepaid Health Care Act; and 6) §103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State. Upon receipt of compliance paper documents (A-6, LIR#27, COGS), the purchasing agency reserves the right to verify their validity with the respective issuing agency.
  • VENDOR REGISTRATION IN HAWAII COMPLIANCE EXPRESS (HCE) : Vendors can register at https://vendors.ehawaii.gov/hce via an annual subscription fee and should subscribe prior to responding to a solicitation. For more information visit the HCE Section of the FAQs at http://spo.hawaii.gov/faqs/#tabs-4.
  • COMPLIANCE AND DOCUMENTATION: Vendors are required to be compliant with all appropriate state and federal statutes. Proof of compliance is required through HCE or via paper documentation.
  • OFFER DEEMED FIRM/AUTHORITY TO SUBMIT OFFER: Submission of an electronic response to the State of Hawaii constitutes and shall be deemed an offer to sell the specified goods and/or services to the State of Hawaii at the price shown in the response and under the State's Terms and Conditions. The electronic response submitter certifies that he/she is authorized to sign the response for the submitting vendor and that the response is made without connection with any person, firm, or corporation making a response for the same goods and/or services and is in all respects fair and without collusion or fraud.
  • TRANSACTION FEES: The Awarded Vendor shall pay a Transaction Fee of 0.75% (.0075) of the award, not to exceed $5,000 for each award. This transaction fee shall be based on the original award amount or estimated amount, and Contractor shall be responsible for payment of the fee to Hawaii Information Consortium, LLC (HIC), the vendor administering the HIePRO. Payment must be made to Hawaii Information Consortium, LLC (HIC) within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.
  • QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.
  • RESPONSE TO THIS SOLICITATION: Only responses submitted through HIePRO shall be considered for award.