INVITATION FOR BID PROPOSAL

The Office of the KNOTT CO. CLERKS OFFICE 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 09/06/2023 9:00AM to be considered.