Maintenance of Micrographics Equipment

The Commonwealth of Kentucky Department for Libraries and Archives issued Request for Bid 758 2100000112 for maintenance and repair services of micrographics equipment used for government records preservation and public accessibility. The procurement seeks a renewable master agreement for maintenance and support of two Kodak scanners: an I1860 Duplex Scanner (220 PPM, Serial #45706202) and an I660 Scanner (120 PPM, Serial #12742370). The service period runs from November 3, 2020 through November 2, 2021, with four optional one-year renewal periods available. The selected vendor must employ factory-trained, certified field engineers with documented expertise in Kodak equipment maintenance and demonstrated ability to supply parts on short notice, with a mandatory minimum of four years of experience in the United States as an evaluation requirement. Required service levels include same-day phone response to service calls, on-site service within 24 hours, overnight parts delivery, standard maintenance during business hours (9 AM to 5 PM, Monday through Friday), and parts supplied on an exchange basis as new or equivalent-to-new condition. The solicitation closed on September 10, 2020 at 1:30 PM ET, with written vendor questions due by September 2, 2020 at 10:00 AM ET. Award will be made on a best value basis using price (100 points) as the primary criterion with the four-year experience requirement as a pass/fail qualification. All bids must be submitted electronically through the eProcurement system and include a signed solicitation face page, completed bid information with best pricing, and acknowledgment of all terms and conditions.

Pricing must be quoted on an F.O.B. Destination Freight Prepaid and Allowed basis, exclusive of federal excise tax and Kentucky sales or use tax, with no price increases permitted during the first twelve months of the contract; subsequent increases require industry-wide justification and thirty days' notice. Kentucky resident bidders receive reciprocal preference consideration, while Kentucky Correctional Industries is eligible for a 20 percent preference and designated nonprofit organizations qualify for a 15 percent preference under the qualified bidder program. All vendors must comply with Kentucky tax registration requirements, submit required affidavits and certifications regarding campaign finance compliance and business authorization status, and meet Commonwealth of Technology technical and security standards including NIST Special Publication 800-53 moderate-level controls, SOC 2 Type 2 reporting compliance, Section 508 accessibility standards, and Kentucky Information Technology Standards. The contract was established as a master agreement for use by KDLA with the Office of Procurement Services reserving the right to extend the agreement to other state agencies with vendor consent. Billing and shipping are directed to KDLA's Frankfort location at 300 Coffee Tree Road, PO Box 537, Frankfort, KY 40602-0537, with Roger Holden listed as the billing contact. No specific budget range or award value was provided in the solicitation documents.