IFB - Digitization and Organization of City Hall Records


The City invites bids from qualified and experienced providers who provide scanning, digitization, and document organization services as requested in this Invitation for Bid (‘IFB’). Companies submitting bids must make an onsite visit to assess site and compile bid. The 'Mandatory Pre-Bid Site Visit' for this IFB is scheduled for 10:00 a.m. (EST), Wednesday, September 11, 2019, at Covington City Hall, 20 W. Pike Street, Covington KY 41011.   Companies should note that selection of bid proposal is contingent upon the City's award of the Kentucky Department for Libraries and Archives' ('KDLA') Local Records Program Grant, and subsequent availability of state funds. 

Submissions must be received and timestamped by the 1st Floor, Finance Department Window, 20 W. Pike Street, Covington KY 41011 no later than 10:00 a.m. (EST), Monday, September 16, 2019.   Bids should be submitted in a sealed envelope plainly marked with following statement: SEALED BID FOR DIGITIZATION AND ORGANIZATION OF CITY HALL RECORDS - DO NOT OPEN WITH REGULAR MAIL.”

Sealed Bids must be mailed or physically delivered to: 

Finance Department
1st Floor Window
City Hall 
City of Covington  
20 West Pike Street
Covington, Kentucky 41011

Sealed bids will be publicly opened and read by the City Clerk in the City Hall Commission Chambers, 20 West Pike Street, 1st Floor, immediately following the close of the bid. The Board of Commissioners reserves the right to reject any and all bids.  Award shall be made to the responsive and responsible bidder whose bid is the lowest bid price, in accordance with KRS 45A.365. A reciprocal preference will be afforded for resident bidders of the Commonwealth of Kentucky, in accordance with KRS 45A.494. Bids will only be awarded if and after the City has been awarded a grant from the KDLA for the performance of the requested services.

Questions? Should be directed to Meganne Robinson at Meganne.Robinson@covingtonky.gov, or (859) 292 - 4400.