Large Volume Print Solution Lease

The Commonwealth of Kentucky, on behalf of the Commonwealth Office of Technology (COT) Printing Services Branch, is issuing a Request for Proposal (RFP 758 2600000112) for a large volume print solution lease to procure two toner-based printers capable of handling 5-10 million print images monthly, comprising approximately 70% black and white and 30% color variable line data printing. The printers must meet minimum specifications including at least 135 pages per minute, capability to accommodate a 30' x 6' x 7' space, and compatibility with BARR Enterprise Print Server. Vendors must submit both a proposed technical solution and a proposed cost solution electronically by November 19, 2025, at 3:30 PM ET. The lease must include 24/7 extended service coverage, maintenance, installation, removal/end-of-lease expenses, training at no cost to COT, and consumables as specified in proposals. Vendors are required to provide firm fixed pricing for three separate lease term options (36 months, 48 months, and 60 months) and must offer comprehensive Service Level Agreements addressing call back and escalation processes, uptime reporting, and maintenance capabilities. Evaluation will be conducted on a maximum of 2,500 points, comprising technical proposal (1,000 points), cost proposal (1,000 points using Total Cost of Ownership calculations), and optional oral demonstrations (500 points). Installation must be completed by December 31, 2025, and the Commonwealth has reserved the right to extend the contract on a month-to-month or longer basis beyond the initial lease term. Vendor inquiries were accepted through October 28, 2025, with Commonwealth responses provided in addenda dated October 24 and October 31, 2025.

The RFP includes mandatory compliance requirements for resident bidder status and qualified bidder status as outlined in Attachment C, requiring notarized affidavits confirming no violations of Kentucky campaign finance laws. Vendors must demonstrate compliance with IRS Publication 1075, HIPAA, NIST 800-53 standards, and the Commonwealth's Personal Information Security and Breach Investigation Act (KRS 61.931 et seq.), with mandatory data breach notification within seventy-two hours and implementation of security procedures established by the Commonwealth Office of Technology. The procurement does not reference existing cooperative purchase agreements such as NASPO ValuePoint or KPC-Purchase Pros, and vendors are prohibited from referencing such agreements in their proposals. The current printing environment utilizes a Xerox Baltoro inkjet-based printer and a Xerox Nuvera toner-based printer, both expiring November 30, 2025, with utilization data showing 59,429,632 total pages from January through September 2025 (averaging 6.6 million pages monthly). Vendors must maintain Commercial General Liability Insurance of $1,000,000 per occurrence with $2,000,000 aggregate, Automobile Liability Insurance of $1,000,000 combined single limit, and Professional Liability Insurance of $1,000,000 per claim prior to contract award. No specific award value or budget range is disclosed in the RFP; pricing will be determined through the competitive bidding process based on vendor proposals for the three lease term options.