Embroidery Machine & Digitizing Software

The Commonwealth of Kentucky's Department of Corrections issued Request for Bid (RFB) 758 2200000318 on December 6, 2021, for the procurement of an embroidery machine and digitizing software to support correctional industries operations. The solicitation requires vendors to supply one Ricoma CHT2 1504 W 4-head embroidery machine (or equivalent) and one Chroma Luxe digitizing software (or equivalent) on a "Group All" basis, meaning bidders must quote both line items or face disqualification. The embroidery machine specifications include a 15-needle, 4-head commercial unit with a maximum speed of 1,000 SPM and maximum embroidery area of 19.7" x 17.7", along with a heavy-duty stand, hoop kits, cap attachments, tool kit, embroidery starter kit, and three months of Hoopmade subscription service. The digitizing software must be compatible with the embroidery machine and capable of converting stitch types, creating 3D visualizations, and processing raster images to embroidery designs. All quoted prices must include installation, hands-on training, crating, shipping, and handling charges, with delivery required to Correctional Industries at 1612 Dawkins Road, Lagrange, Kentucky 40032. Evaluation will be based on a best value methodology allocating 90 points for price and 10 points for delivery time measured in working days, with one percent invoice deductions for each day delivery exceeds the contracted timeline. Vendors' written questions were due by December 13, 2021 at 10:00 AM ET, with bids due electronically through the Kentucky eProcurement system by December 21, 2021 at 1:30 PM ET. Vendors were required to register in the eProcurement system at least 24-48 hours before submission.

Kentucky resident bidders and qualified bidders, including the Department of Corrections Division of Prison Industries, are eligible for reciprocal and preference points under state procurement law. Bidders must submit required documentation including Kentucky Revenue Form 10A100, certificates of authority for foreign entities, annual affidavits addressing compliance with Kentucky campaign finance laws, tax registration and collection requirements, and boycott prohibitions, along with EEO forms if applicable. Bidders proposing alternate brands or specifications must submit descriptive literature for equality verification or face non-responsive bid determination. All quoted prices must remain valid for a minimum of 60 calendar days after the bid due date and be quoted F.O.B. Destination Freight Prepaid and Allowed, excluding federal excise tax and Kentucky sales tax. The solicitation does not specify individual unit costs, total contract amounts, incumbent vendors, or contract term duration in available documentation. The resulting award contract will be established for use by state agencies as needed and is subject to cancellation with 30 days' written notice.