Project Information

Bid Title

Digitization of Photographs

Issuing Agency

State Government of Arkansas

Location

Arkansas

Published Date

Dec 10, 2025

Closing Date

Jan 9, 2026

Government Level

State & Local

Status

Closed

Ref. #

ADPHT-26-003

Original Source

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Bid Documents

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Project Description

Current Solicitations

Bid Information Bid Number: ADPHT-26-003 Agency: Department of Parks, Heritage and Tourism Opening Date & Time: 01/09/2026 02:00 PM CST Description: Digitization of Photographs Buyer's Email: erin.watson@arkansas.gov

Bid Documents PDF XLS Other Web ADPHT-26-003 - IFB Example - Condition of Photos Bid Response Packet Official Bid Price Sheet SRV-1 Template Contract and Grant Disclosure Form

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STATE OF ARKANSAS

DEPARTMENT PARKS, HERITAGE AND TOURISM

1 Capitol Mall Ste. 3B

Little Rock, Arkansas 72201

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: ADPHT-26-003

Solicitation Issued: 12/10/2025

Description:

Digitization of photographic negatives and prints

Division/Agency:

Arkansas State Archives (ASA)

SUBMISSION DEADLINE

Bid Opening Date: 01/09/2026

Bid Opening Time: 2:00 p.m., Central Time

Bid responses for this Invitation for Bid must be delivered to the Department of Parks, Heritage, and Tourism

on or before the submission deadline. Bids received after the submission deadline may be rejected as

untimely. See Section 1.2 for information regarding Live Bid Openings.

Delivery Address and

IFB Opening Location

Bid’s Outer Packaging

DELIVERY OF RESPONSE DOCUMENTS

Department of Parks, Heritage and Tourism

Arkansas State Archives

1100 North Street

Little Rock, Arkansas 72201

Delivery providers, USPS, UPS, and FedEx deliver mail to the delivery street

address on a schedule determined by each individual provider. These providers will

deliver based solely on the street address. Prospective Contractors assume all

risk for timely, properly submitted deliveries. Email submissions will not be

accepted. ADPHT will not make exceptions for solicitations delivered after the

bid deadline. Electronic bid submissions will not be accepted.

Seal outer packaging and properly mark with the following information. If outer

packaging of bid submission is not properly marked, the package may be opened for

bid identification purposes.

 Solicitation number

 Date and time of bid opening

 Prospective Contractor's name and return address

Buyer:

Email Address:

Department Website:

DEPARTMENT NAME CONTACT INFORMATION

Erin Watson

Buyer’s Direct Phone Number:

Adpht.procurement@arkans

as.gov

Department’s Main Number:

Adpht.arkansas.com

(501) 682-7618

(501) 324-9150

Page 1 of 13

Rev 11/2023

SECTION 1 – INFORMATION AND INSTRUCTIONS

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the Department of Parks, Heritage and Tourism for the Arkansas State

Archives to obtain pricing and a contract(s) for Digitization of photographic negatives and prints.

Direct all communications regarding this Solicitation to the Buyer on page one (1) of the IFB.

1.2 LIVE BID OPENING

A virtual live bid opening will be held on January 9th at 2:00p.m.

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Join the meeting now

Meeting ID: 298 412 188 473 42

Passcode: yD3xZ2wG

Dial in by phone

+1 501-244-3310,,855521225# United States, Little Rock

Find a local number

Phone conference ID: 855 521 225#

1.3 OBJECTIVE AND GOALS

The Department seeks to establish a Term contract to produce archival quality digitization of

photographic negatives and prints in the collections of the Arkansas State Archives.

1.4 BACKGROUND AND CURRENT ENVIRONMENT The Department has many photograph collections

that include nitrate film, cellulose acetate “safety film,” glass plate and polyester film negatives as well as

photographic prints and other special formats photographs. This project will focus primarily on the

digitization of the Eckler Studio photograph collection, which consists of approximately 180,000 items,

mostly nitrate, cellulose acetate “safety film,” and glass plate photographic negatives and photographic

prints. The collection consists of a mixture of photographic negatives and prints in various sizes; the most

common sizes of negatives and prints are 2 ¼” x 3 ¼”; 3 ½” x 4 ¼”; 3 ½” x 5”; 4 ¾” x 6 ¾” and 5” x 7”.

The Eckler Studio photograph collection was housed in a barn for many years; thus the film is

deteriorating, sticking to envelopes and other material within the envelopes, and the paper envelopes are

brittle; thus, some paper stuck to negatives may need to be removed if possible before scanning.

1.5 TYPE OF CONTRACT

A. As a result of this IFB, the Department intends to award a contract to a single Contractor (see

Contractor Selection).

B. The anticipated starting date for any resulting contract is February 1, 2026 except that the actual

contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By

submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants

that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for two (2) years. Upon mutual agreement by the

Contractor and Department, the contract may be renewed by the State for up to five (5) additional

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one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7)

consecutive years.

1.6 DEFINITION OF TERMS Unless otherwise defined herein, all terms defined in Arkansas

Procurement Law have the same meaning herein.

A. The terms “Invitation for Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

B. “Prospective Contractor” means a responsive and responsible bidder who submits a bid that meets

the Requirements and criteria set forth in this Solicitation.

C. “Requirement” means a term, condition, provision, deliverable, Specification, or a combination

thereof, that is obligated under the Solicitation, resulting contract, or both.

D. “Shall” and “must” mean the imperative and are used to identify Requirements and Specifications.

E. “Specification” means any technical or purchase description or other description of the physical or

functional characteristics, or of the nature, of a commodity or service. “Specification” may include a

description of any Requirement for inspecting, testing, or preparing a commodity or service for

delivery.

F. “State” means the State of Arkansas. When the term “State” is used herein to reference any

obligation of the State under a contract that results from this Solicitation, that obligation is limited to

the Department using such a contract.

1.7 CONTRACTOR SELECTION

A. Award is expected to be made to the responsive and responsible Prospective Contractor determined

to have submitted the lowest bid that meets the Requirements and criteria set forth in the IFB, based

on the Total Annual Estimated Total Cost of the Official Bid Price Sheet submitted by the Prospective

Contractor.

B. The State reserves the right to determine that received costs from any vendor are unreasonable (too

high for the requirements of the subject solicitation) or unrealistic (too low to reflect the ability of the

offeror to meet the requirements of the solicitation). When it is determined by the State that pricing is

potentially unrealistic or unreasonable, the State may request an offeror to clarify elements of pricing,

and the offeror may be removed from consideration for a solicitation, at the sole discretion of the

State.

C. If the State so chooses, negotiations may be conducted with the lowest-bidding, responsive and

responsible Prospective Contractor if:

1. All bids received from responsive and responsible bidders exceed available funding; or

2. It appears that additional savings to the state may result from negotiation.

D. If negotiations fail to result in a contract, the State may negotiate with the next lowest-bidding,

responsive and responsible Prospective Contractor.

1. The negotiation process may be repeated until an acceptable lower bid price is negotiated, or until

such time the State determines negotiations are no longer in the best interest of the state.

2. Negotiations are conducted at the sole discretion of the State.

E. Once the anticipated awardee has been determined, the anticipated award will be posted to the

Solicitation posting, generally for a period of fourteen (14) days prior to the issuance of a contract.

The postings are anticipated awards only, subject to protest.

F. A contract is not effective prior to final award being made by the State; some contracts may be

subject to Legislative review prior to final award.

1.8 SOLICITATION SCHEDULE

Page 3 of 13

For informational purposes, a Solicitation Schedule is provided below; however, dates listed and noted

with an asterisk (*) are anticipated dates only and are subject to change at the discretion of the State. All

times are listed in Central Time.

TABLE A: TENTATIVE SOLICITATION SCHEDULE

ACTIVITY

RFP Release to Prospective Contractors

Deadline for Prospective Contractor Questions

Answers to Questions Posted to Solicitations website

Proposal Due Date

Post Anticipation to Award*

Award Contract*

DATE

12/10/2025

12/17/2025

12/19/2025

01/09/2026, 2:00pm CST

01/15/2026

02/01/2026

1.9 CLARIFICATION OF SOLICITATION

A. Submit questions regarding this Solicitation via email to the Buyer on page one (1) of the IFB by

noon, Central Time on or before 12/17/2025.

1. For each question submitted, Prospective Contractor should reference the specific Solicitation

item number to which the question refers, as applicable.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as

deemed appropriate. The State’s consolidated written response is anticipated to be posted to the

Solicitation posting by the close of business on 12/19/2025. If Prospective Contractor questions

are unclear or non-substantive in nature, the State may request clarification of a question(s) or

decline to answer.

B. The Prospective Contractor should notify the Buyer of any term, condition, etc., that precludes the

Prospective Contractor from submitting a Responsive Bid. Prospective Contractors should note that it

is the responsibility of the Prospective Contractor to seek resolution of all such issues, including

those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the Buyer with non-substantive questions at any time prior to

the bid opening.

D. An oral statement by the Department will not be part of any contract resulting from this Solicitation

and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless

it is reduced to writing and expressly adopted by the Department.

1.10 RESPONSE DOCUMENTS

A. All bids must be submitted to the delivery address and by the submission deadline on page one (1)

of the IFB.

B. Bid Response Packet

1. Prospective Contractors shall utilize the Bid Response Packet attached to the Solicitation to

submit their bids.

2. The following are bid submission Requirements and must be submitted as part of a Prospective

Contractor’s bid.

a) Signed Bid Signature Page; signature may be ink or digital.

b) Completed Bid Response Packet, which must be in English.

c) Completed Official Bid Price Sheet attached to Solicitation posting.

Page 4 of 13

i. Pricing must be proposed in U.S. dollars and cents.

ii. Quantities stated are estimates only and are not guaranteed. Prospective Contractor

must bid unit price on the estimated quantity and unit of measure specified.

 The State may order more or less than the estimated quantity on term contracts, and

the Contractor shall sell to the Department quantities ordered at no more than the

bid price.

iii. If pricing documents do not allow for accurate pricing, Prospective Contractor should

notify the Buyer at least seventy-two (72) hours before the bid opening time.

iv. Prices must be firm offers and adjustments may be negotiated at the time of contract

renewal annually.

 A request for a price increase must include supporting documentation demonstrating

that the increase in contract price is based on an increased cost to the Contractor

and that the proposed pricing is still competitive in the marketplace. The State has

the right to approve or deny any request for a price adjustment.

v. Discount from list bids pricing is not acceptable unless requested elsewhere in the

Solicitation.

vi. State and local sales taxes should not be included in the bid price. Trade discounts

should be deducted from the unit price and the net price should be shown in the bid.

d) Copy of Prospective Contractor’s Equal Opportunity Policy

i. Pursuant to Arkansas Code Annotated § 19-60-104, OSP requires a Prospective

Contractor bidding on a state contract to submit a copy of the Prospective Contractor’s

Equal Opportunity (EO) Policy. Prospective Contractors not required by law to have an

EO Policy must submit a written statement to that effect.

e) Proposed Subcontractors Form (see SRV-1 , section 14)

3. The following items, which must be submitted prior to a contract award to the Prospective

Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form (see SRV-1, section 11)

b. Voluntary Product Accessibility Template (VPAT), if applicable

4. Prospective Contractors should not include any other documents or ancillary information, such as

a cover letter or promotional marketing information.

B. Prospective Contractors should not alter any language in Solicitation document(s) or Official Bid

Price Sheet provided by the State.

C. Prospective Contractors’ bids cannot be altered or amended after the bid opening except as

permitted by law or rule.

D. As requested, Prospective Contractors shall provide clarification regarding Prospective Contractor’s

bid response.

E. Prospective Contractors may submit multiple bids.

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Commodity Codes

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