Maintenance of kodak imaging equipment

Westchester County is seeking a comprehensive maintenance contract for Kodak Imaging Equipment through Request for Bid (RFB-WC-24162), with bids due on May 21, 2024, before 2 PM. The procurement is for a one-year contract beginning June 1, 2024, with potential extensions up to four additional twelve-month periods, contingent on mutual agreement. The maintenance services will cover Kodak imaging devices deployed across multiple county departments, including Social Services, Public Safety, Records, Board of Elections, IT Rec Center, and County Clerk, located in White Plains, Hawthorne, and Elmsford. Vendors must possess technicians with formal Kodak machine training and demonstrate the capability to provide comprehensive maintenance, including all necessary parts (excluding damage from abuse), technical assistance, and 24/365 service availability. Key vendor requirements include ensuring equipment remains current with the latest Kodak upgrades, maintaining 90% of parts within fifty miles of the county data center, and guaranteeing the remaining 10% of parts are available within 8 hours.

No specific set-aside designations or restrictions for disadvantaged enterprises were explicitly mentioned in the procurement documents. The county reserves significant contractual flexibility, including the right to reject bids if pricing is not balanced and the ability to cancel the contract with 30 days' written notice. While no incumbent vendors were identified, the contract allows for potential price increases up to 5% for optional extension years. The bid does not specify a precise budget range or total contract value, but it encompasses maintenance services for multiple imaging devices across various county departments. Vendors must submit sealed bids to the Bureau of Purchase and Supplies and comply with all specified technical and service requirements. The county will not reimburse fuel surcharges, and all replacement parts must be Kodak-certified, underscoring the technical specificity of the procurement.