Final_RFQ_540_2200000034_1_SO_FORM.PDF

Document ID: RFQ 540 2200000034 Page: 1

Commonwealth of Kentucky

SOLICITATION

Addenda: No Addenda #:

TITLE: IT Hardware for KSB

Date Issued:

8/13/21 Record Date:

2021-08-10

Solicitation Closes Date:

8/20/21 Time:

14:30

Solicitation No:

RFQ 540 2200000034

Online Bidding Prohibited: Yes

For Information Call:

Nick Cavender 502-564-1979

Bid Receiving Location:

KDE - Division of Financial Managment Procurement Branch 300 Sower Blvd, 5th Floor, CSW

Frankfort KY 40601

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFQ 540 2200000034 Page: 2

Line Items

Commodity Group: Default

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 HD Portable Video Magnifier 1.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

204 COMPUTER HARDWARE AND

PERIPHERALS FOR MICROCOMPUTERS

Extended Description Ruby 7 HD Portable Video Magnifier or approved equal brand / model

DELIVERY LOCATION

Kentucky School for the Blind 1867 Frankfort Avenue Louisville, KY 40206 Martin Monson

DELIVERY/COMPLETION DATE

Delivery is required before September 1, 2021

Delivery date: ___________________.

Vendors Cost SHALL include all shipping/delivery and installation and training costs.

2 OCR Desktop Video Magnifier 1.00000 EA

TOPAZ(R) OCR DESKTOP VIDEO MAGNIFIER or approved equal brand / model

DELIVERY LOCATION

Kentucky School for the Blind 1867 Frankfort Avenue Louisville, KY 40206 Martin Monson

DELIVERY/COMPLETION DATE

Delivery is required before September 1, 2021

Document ID: RFQ 540 2200000034 Page: 3

3 17.3 inch Portable Video Magnifier 1.00000 EA

17.3 inch TOPAZ ULTRA PORTABLE VIDEO MAGNIFIER or approved equal brand / model

DELIVERY LOCATION

Kentucky School for the Blind 1867 Frankfort Avenue Louisville, KY 40206 Martin Monson

DELIVERY/COMPLETION DATE

Delivery is required before September 1, 2021

4 Zoomtext Large-Print Keyboard Black Print on Yellow

1.00000 EA

Zoomtext Large-Print Keyboard Black Print on Yellow or approved equal brand / model

DELIVERY LOCATION

Kentucky School for the Blind 1867 Frankfort Avenue Louisville, KY 40206 Martin Monson

DELIVERY/COMPLETION DATE

Delivery is required before September 1, 2021

Document ID: RFQ 540 2200000034 Page: 4

5 Zoomtext Large-Print Keyboard White Print on Black

1.00000 EA

Zoomtext Large-Print Keyboard White Print on Black or approved equal brand / model

DELIVERY LOCATION

Kentucky School for the Blind 1867 Frankfort Avenue Louisville, KY 40206 Martin Monson

DELIVERY/COMPLETION DATE

Delivery is required before September 1, 2021

6 Carrying Case for Portable Video Magnifier 1.00000 EA

Carrying Case for Ruby 7 HD Portable Video Magnifier or approved equal brand / model

DELIVERY LOCATION

Kentucky School for the Blind 1867 Frankfort Avenue Louisville, KY 40206 Martin Monson

DELIVERY/COMPLETION DATE

Delivery is required before September 1, 2021

Document ID: RFQ 540 2200000034 Page: 5

7 Focus 14 Blue- 5th Generation Braille Display 1.00000 EA

Focus 14 Blue- 5th Generation Braille Display or approved equal brand / model

DELIVERY LOCATION

Kentucky School for the Blind 1867 Frankfort Avenue Louisville, KY 40206 Martin Monson

DELIVERY/COMPLETION DATE

Delivery is required before September 1, 2021

Shipping Information KSB - Kentucky School for the Blind

1867 Frankfort Ave

Louisville KY 40206

Billing Information KSB - Kentucky School for the Blind

1867 Frankfort Ave

Louisville KY 40206

Document ID: RFQ 540 2200000034 Page: 6

Submission Checklist

The following items will be required to be submitted with bid:

Item Price (60 Points) Delivery (25 Points) Warranty (15 Points)

Kentucky Department of Education 300 Sower Boulevard Frankfort, KY 40601

Informal Solicitation for Goods

Please note: The Finance and Administration Cabinet Policy Procedure FAP 110-10-00: General Conditions and Instructions for Solicitations and Contracts is hereby incorporated by reference into this solicitation.

The Web site for entire Policies and Procedure manual: http://finance.ky.gov/services/policies/Pages/ default.aspx

Solicitation Instructions Due Date for Response 2:30 PM EST August 20, 2021

Request for Quotation must be returned to the following Nick Cavender KY Department of Education Division of Budgets & Financial Management Procurement Branch Nick.Cavender@education.ky.gov

Only emailed Propsoals Shall Be Considered

Terms and Conditions

DELIVERY LOCATION

Kentucky School for the Blind 1867 Frankfort Avenue, Louisville, KY 40206

DELIVERY DATE

Delivery is desired on or before September 1, 2021

GOODS TO BE PROVIDED BY VENDOR

The following Assistive Technology devices to be used by students in a general education classroom:

Ruby 7 HD SKU: 900614-007

TOPAZ® OCR DESKTOP VIDEO MAGNIFIER SKU: 900730-001

17.3-inch TOPAZ ULTRA PORTABLE VIDEO MAGNIFIER

ZOOMTEXT LARGE-PRINT KEYBOARD BLACK PRINT ON YELLOW

ZOOMTEXT LARGE-PRINT KEYBOARD WHITE PRINT ON BLACK

CARRYING CASE, RUBY 7 HD SKU: 410293-007

FOCUS 14 BLUE - 5TH GENERATION braille display SKU: 900727-007

Project Contact Martin Monson Martin.monson@ksb.kyschools.us

Vendors bidding an alternate brand shall submit product literature with their response for evaluation. Failure to do so may result in the disqualification of the RFQ response.

INVOICING INSTRUCTIONS

The vendor is responsible to submit an invoice to the agency at the address indicated above on or before the 10th of the month following the month in which the service(s) were rendered. Invoices shall contain, Document Description Page 7

2200000034 IT Hardware for KSB http://finance.ky.gov/services/policies/Pages/default.aspx http://finance.ky.gov/services/policies/Pages/default.aspx mailto:Nick.Cavender@education.ky.gov at a minimum, the following information: Contract and order number (if any), item numbers, description of supplies or services, sizes, quantities, unit prices, and extended totals.

PAYMENT TERMS

The Commonwealth shall pay all invoices in accordance with KRS 44.010, KRS 45.453 and KRS 45.454, which basically is “when due, and within 30 working days after receipt of approved invoice.” Vendor/ Contractor/Proprietor with the ability to accept credit card transactions must accept the Commonwealth Procurement Card (MasterCard) for payment of services

KENTUCKY SALES AND USE TAXES

Sales of tangible personal property or services to the State of Kentucky and its agencies are not subject to state sales or use taxes. The agency shall furnish the tax exemption number for applicable tax exempt purchases.

GOVERNMENTAL MANDATES (WORKMAN’S COMPENSATION, UNEMPLOYMENT INSURANCE,

ETC)

The Vendor/Contractor/Proprietor is responsible for compliance with all applicable mandates concerning this agreement. For the purposes of this contract the Vendor/Contractor/Proprietor is deemed to be an independent agent and is not considered to be an employee of the Commonwealth.

COMPLIANCE WITH STATE LAWS

Contracts and orders shall be governed by the laws of the Commonwealth of Kentucky. The rights and obligations of the parties thereto shall be determined in accordance with these laws.

CONTRACT MODIFICATIONS

No modification to this contract shall be permitted unless the contractor receives written approval from the Commonwealth of Kentucky.

If the contractor believes modifications are necessary, he/she may request approval of the Commonwealth of Kentucky. All contract modifications shall be subject to the provisions of 200 KAR 5:311.

The agency reserves the right to modify this agreement for the addition or deletion of requirements deemed necessary by the agency with the mutual agreement of both parties; however modifications will not result in the expenditures against this contract exceeding $20,000 per fiscal year.

TERMINATION OF CONTRACT

Either party may terminate this agreement at any time for just cause, or either party may cancel this agreement with thirty (30) days written notice.

METHOD OF AWARD

Award will be made to the lowest evaluated responsive, responsible best value offeror. The agency will issue a notification of award accepting the best value offer. Prompt Payment may be considered in award criteria. The scoring of bids/proposals is subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries. See below.

ACCESS TO RECORDS

The contractor, as defined in KRS 45A.030 (9) agrees that the contracting agency, the Finance and Administration Cabinet, the Auditor of Public Accounts, and the Legislative Research Commission, or their duly authorized representatives, shall have access to any books, documents, papers, records, or other evidence, which are directly pertinent to this contract for the purpose of financial audit or program review.

Records and other prequalification information confidentially disclosed as part of the bid process shall not be deemed as directly pertinent to the contract and shall be exempt from disclosure as provided in KRS 61.878(1)(c). The contractor also recognizes that any books, documents, papers, records, or other evidence, received during a financial audit or program review shall be subject to the Kentucky Open Records Act, KRS 61.870 to 61.884.

VALIDITY OF OFFER

This offer is valid for sixty (60) days.

Document Description Page 8

2200000034 IT Hardware for KSB

Method of Award Best Value - Ranking Approach

The Commonwealth intends to award a contract to the vendor, whose offer, conforming to the solicitation, is the most advantageous on the basis of "best value" for all products, services, and requirements contained herein.

An evaluation committee, or a designated individual, will evaluate the information provided by the vendor in response to the established measurable criteria contained in the solicitation.

Measurable Criteria:

Price 60Points Delivery 25 Points Warranty 15 Points Total Points 100 Points

Each vendor is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each vendor the maximum score based on the available data submitted by the Vendor.

A bidder shall submit one (1) response to a solicitation and shall not propose more than one (1) model/brand for each item listed in the solicitation, except for requested tier pricing. Multiple or alternate bids offering more than one (1) bid price in total or by line item shall be rejected.

Vendors responding with the minimum Best Value requirements in this solicitation shall not be credited with Best Value points. Vendors responding with greater than the minimum requirements shall receive Best Value points. Failure to provide adequate information will impact the evaluated points awarded to the vendor.

PRICE; maximum 60 points The bidder with the lowest Price receives the maximum score. The bidder with the next lowest Price receives points by dividing the lowest Price by the next lowest price and multiplying that percentage by the available points. For example, if 95 points is allocated to the lowest Price criteria for this procurement, bidder "A" bids $3.00 as the lowest bidder and receives the maximum 95 points ($3.00 / $3.00 = 1.00 x 95 = 95). Assume bidder "B" is the next lowest bidder at $4.00, then "B" receives 71.3 points ($3.00 / $4.00) = .75 x 95 = 71.25).

Warranty; maximum 25 points

BIDDERS ARE TO ENTER THEIR WARRNTY PERIOD IN MONTHS IN THE SPACE PROVIDED BELOW.

The bidder shall clearly state the warranty for this procurement. Warranty period must be specific and such phrases as, "as required", "as soon as possible", or "prompt" have no meaning and may result in a non-responsive bid.

Vendor shall enter best materials, workmanship & installation warranty period: __________ MONTHS

For example, if the best warranty offer is 24 months, that bidder receives maximum points. If the next best warranty offer is 18 months, that bidder receives 75 points. (20/30 = .75 X 100 = 75 points, etc.)

DELIVERY; maximum 15 points

Prompt delivery is desired. That bidder with the Best Delivery offer will received maximum points. Other offers will be scored by dividing the best offer by the next best offer and multiplying the available points by that resulting percentage.

For example, if the best delivery offer is 20 days, that bidder receives maximum points. If the next best delivery offer is 30 days, that bidder receives 67 points. (20/30 = .666666 X 100 = 66.66 = 67 points, etc.)

Document Description Page 9

BIDDERS ARE TO ENTER THEIR DELIVERY OFFER IN CALENDAR DAYS IN THE SPACE PROVIDED

BELOW.

The bidder shall clearly state the delivery time for this procurement. Delivery time must be specific and such phrases as, "as required", "as soon as possible", or "prompt" have no meaning and may result in a non-responsive bid.

Vendor should enter best delivery time in working days: __________ DAYS ARO

The vendor agrees that when delivery/service is not made within the contracted due date, one percent (1%) per day will be deducted from the vendor’s invoice for each day the vendor fails to meet the contracted delivery/service date.

The Commonwealth reserves the right to negotiate all aspects of the solicitation with the evaluated best value vendor.

Best Value scoring is subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410).

KRS 45A.490 Definitions for KRS 45A.490 to 45A.494.

As used in KRS 45A.490 to 45A.494:

(1) "Contract" means any agreement of a public agency, including grants and orders, for the purchase or disposal of supplies, services, construction, or any other item; and

(2) "Public agency" has the same meaning as in KRS 61.805.

KRS 45A.492 Legislative declarations.

The General Assembly declares:

(1) A public purpose of the Commonwealth is served by providing preference to Kentucky residents in contracts by public agencies; and

(2) Providing preference to Kentucky residents equalizes the competition with other states that provide preference to their residents.

KRS 45A.494 Reciprocal preference to be given by public agencies to resident bidders -- List of states -- Administrative regulations.

(1) Prior to a contract being awarded to the lowest responsible and responsive bidder on a contract by a public agency, a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state. The preference shall be equal to the preference given or required by the state of the nonresident bidder.

(2) A resident bidder is an individual, partnership, association, corporation, or other business entity that, on the date the contract is first advertised or announced as available for bidding:

(a) Is authorized to transact business in the Commonwealth; and

(b) Has for one (1) year prior to and through the date of the advertisement, filed Kentucky corporate income taxes, made payments to the Kentucky unemployment insurance fund established in KRS 341.490, and maintained a Kentucky workers' compensation policy in effect.

(3) A nonresident bidder is an individual, partnership, association, corporation, or other business entity that does not meet the requirements of subsection (2) of this section.

(4) If a procurement determination results in a tie between a resident bidder and a nonresident bidder, preference shall be given to the resident bidder.

(5) This section shall apply to all contracts funded or controlled in whole or in part by a public agency.

(6) The Finance and Administration Cabinet shall maintain a list of states that give to or require a preference for their own resident bidders, including details of the preference given to such bidders, to be used by public agencies in determining resident bidder preferences. The cabinet shall also promulgate administrative regulations in accordance with KRS Chapter 13A establishing the procedure by which the preferences required by this section shall be given.

(7) The preference for resident bidders shall not be given if the preference conflicts with federal law.

(8) Any public agency soliciting or advertising for bids for contracts shall make KRS 45A.490 to 45A.494 part of the solicitation or advertisement for bids.

The reciprocal preference as described in KRS 45A.490-494 above shall be applied in accordance with

200 KAR 5:400.

Document Description Page 10

Determining the residency of a bidder for purposes of applying a reciprocal preference Any individual, partnership, association, corporation, or other business entity claiming resident bidder status shall submit along with its response the attached Required Affidavit for Bidders, Offerors, and Contractors Claiming Resident Bidder Status. The BIDDING AGENCY reserves the right to request documentation supporting a bidder's claim of resident bidder status. Failure to provide such documentation upon request shall result in disqualification of the bidder or contract termination.

A nonresident bidder shall submit, along with its response, its certificate of authority to transact business in the Commonwealth as filed with the Commonwealth of Kentucky, Secretary of State. The location of the principal office identified therein shall be deemed the state of residency for that bidder. If the bidder is not required by law to obtain said certificate, the state of residency for that bidder shall be deemed to be that which is identified in its mailing address as provided in its bid.

Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410).

Pursuant to 200 KAR 5:410, and KRS 45A.470, Kentucky Correctional Industries will receive a preference equal to twenty (20) percent of the maximum points awarded to a bidder in a solicitation. In addition, the following "qualified bidders" will receive a preference equal to fifteen (15) percent of the maximum points awarded to a bidder in a solicitation: Kentucky Industries for the Blind, any nonprofit corporation that furthers the purposes of KRS Chapter 163 and any qualified nonprofit agencies for individuals with severe disabilities as defined in KRS 45A.465(3). Other than Kentucky Industries for the Blind, a bidder claiming "qualified bidder" status shall submit along with its response to the solicitation a notarized affidavit which affirms that it meets the requirements to be considered a qualified bidder- affidavit form included. If requested, failure to provide documentation to a public agency proving qualified bidder status may result in disqualification of the bidder or contract termination.

Past Vendor Performance may be considered in the award of this Contract. Vendors with a record of poor performance in the last 12 months may be found non-responsible and ineligible for award.

Successful bidder shall submit an Annual Affidavit for Bidders, Offerors and Contractors prior to issuing an award.

Document Description Page 11

Document Description Page 12 http://www.lrc.state.ky.us/KRS/045A00/110.PDF http://www.lrc.state.ky.us/KRS/045A00/115.PDF http://www.lrc.state.ky.us/KRS/045A00/070.PDF http://www.lrc.state.ky.us/KRS/045A00/070.PDF http://www.lrc.state.ky.us/KRS/045A00/070.PDF http://www.lrc.state.ky.us/KRS/045A00/485.PDF http://www.lrc.ky.gov/KRS/139-00/CHAPTER.HTM http://www.lrc.ky.gov/KRS/121-00/056.PDF http://www.lrc.ky.gov/KRS/121-00/150.PDF

Document Description Page 13 http://www.lrc.ky.gov/KRS/121-00/330.PDF http://www.lrc.ky.gov/KRS/121-00/330.PDF

Document Description Page 14 http://www.lrc.state.ky.us/kar/200/005/410reg.htm

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