Audiology Supplies

The Commonwealth of Kentucky's Cabinet for Health and Family Services (CHFS), Division of Procurement & Grant Oversight, issued Request for Bid (RFB) 758 2200000035 on behalf of the Office of Children with Special Health Care Needs (OCSHCN) to establish a master agreement for audiology supplies. The procurement seeks comprehensive audiology supplies and equipment to support eleven clinic locations throughout Kentucky, including approximately 380 line items such as ear dams, tubing systems, hearing aid maintenance products, cleaning and disinfection supplies, diagnostic instruments, electrodes, eartips, dehumidifiers, otoscopes, batteries, and various clinical tools and accessories. Vendors must bid on all items as a group to be considered responsive and must provide pricing for all yellow-highlighted line items, which include brand-specific requirements for Welch Allyn diagnostic specula dispensers, disposable specula, 3M double stick contour tape, and Welch Allyn otoscope complete sets, with green-highlighted items allowing approved equal alternatives. The contract evaluation will utilize a best value ranking approach allocating 90 points for price and 10 points for delivery performance, with delivery specified in working days after receipt of order and pricing remaining firm for 60 days following the bid due date. Written questions were due by July 23, 2021 at 1:30 PM EST, with bids closing on July 30, 2021 at 1:30 PM EST through the Kentucky eProcurement system, and all submissions required electronic registration in the Vendor Self Service System. The initial contract period is one year from the award date with four optional one-year renewal periods available at mutual written approval, and pricing is to be quoted FOB Destination Freight Prepaid and Allowed with all freight charges the vendor's responsibility.

The Commonwealth applies reciprocal preference to Kentucky resident bidders and extends preferences to qualified bidders, including the Department of Corrections Division of Prison Industries and nonprofit organizations serving individuals with severe disabilities. Vendors must comply with recycled content requirements per 200 KAR 5:330 and provide evidence of Kentucky tax registration (Revenue Form 10A100), Secretary of State registration for foreign entities, required affidavits confirming compliance with campaign finance laws and tax obligations, and EEO forms if applicable prior to contract award. The procurement document does not specify a total contract value or budget range, though the estimated annual purchase quantities for line items range from 1 to 110 units depending on the specific supply, indicating significant volume commitments particularly for consumable items such as batteries, disposable eartips, and tubing. Price increases are prohibited during the first 12 months of the contract and thereafter require written justification based on industry-wide changes with at least 30 days' notice, while price decreases must be reflected immediately upon availability. The Commonwealth reserves the right to extend the master agreement to other state agencies with vendor consent, and past vendor performance may be considered in award determination, with vendors demonstrating poor performance records in the prior 12 months potentially deemed non-responsible and ineligible for award.