Embroidery Machine & Digitizing Software

The Commonwealth of Kentucky Finance and Administration Cabinet on behalf of the Department of Corrections issued Request for Bid 758 2200000188 for the procurement of an Embroidery Machine and Digitizing Software. The solicitation seeks two line items: one Ricoma CHT2 1504 W 4-head embroidery machine (or equivalent) with 15 needles, maximum speed of 1000 SPM, and embroidery area of 19.7" x 17.7", including accessories such as a heavy-duty stand, hoop kits, cap attachments, tool kit, embroidery starter kit, three-month Hoopmade subscription, installation, hands-on training, crating, shipping, and handling; and one Chroma Luxe digitizing software license (or equivalent) compatible with the embroidery machine featuring design creation, stitch conversion, 3D visualization, and raster-to-embroidery conversion capabilities. The equipment and software will be delivered to Correctional Industries – LLCC at 1612 Dawkins Road, LaGrange, Kentucky 40032. Bidders proposing alternate brands or specifications must submit descriptive literature for equivalency evaluation or risk non-responsive bid designation. Written questions from potential vendors were due November 15, 2021 at 10:00 AM ET, with the bid closing date extended to November 29, 2021 at 1:30 PM ET. Award will be determined using a best value ranking approach with pricing weighted at 90 points and delivery time weighted at 10 points, with all pricing quoted F.O.B. Destination Freight Prepaid and Allowed, exclusive of federal excise tax and Kentucky sales or use tax. Bids must be submitted electronically through the Commonwealth eProcurement system, and vendors must register in the Vendor Self Service System 24 to 48 hours prior to submission.

Kentucky resident bidders are eligible for reciprocal preference, while qualified bidders including Kentucky Correctional Industries, Kentucky Industries for the Blind, and qualified nonprofit agencies serving individuals with severe disabilities are eligible for preference points equal to 20 percent and 15 percent respectively of maximum points awarded. Prior to award, bidders must submit Revenue Form 10A100 (Kentucky Tax Registration Application), certificates of authority for foreign entities, required affidavits including campaign finance law compliance, sales and use tax registration status, and state tax and fee payment verification, and EEO forms if applicable. All general affidavits must be executed under penalty of perjury and notarized, with a maximum effective period of one year. No specific incumbent vendors or current contractors are identified in the solicitation documents. The solicitation does not specify a total contract value or budget range; however, the Commonwealth reserves the right to cancel the RFB if responses exceed available funding. No public bid readings will be held in person, although interested parties may listen to bid readings via conference line at 844-603-5060, Participant Code 44510, at 3:30 PM ET on the closing date.