Maintenance of Micrographics Equipment

The Commonwealth of Kentucky Finance and Administration Cabinet, on behalf of the Kentucky Department for Libraries and Archives (KDLA), issued a Request for Bid (RFB 758 2100000139) for maintenance services of micrographics equipment serving Elliott County. The procurement seeks a single qualified vendor to provide comprehensive maintenance and repair services for two Kodak scanners: a Kodak I1860 Duplex 220PPM scanner and a Kodak I660 Scanner 120PPM, both utilized by KDLA to preserve government records and provide micrographics and imaging services to state and local agencies on a fee-for-service basis. The vendor must employ factory-trained, certified field engineers experienced with both equipment models and maintain complete documentation and service manuals. Required service deliverables include same-day telephone response to service calls, on-site service within 24 hours, overnight parts delivery, maintenance during standard business hours (9 AM to 5 PM, Monday through Friday), and parts furnished on an exchange basis as new or equivalent-to-new condition. The contract period runs from November 3, 2020, through November 2, 2021, with four optional one-year renewal periods available, and bidders must demonstrate a minimum of four years of experience as a mandatory pass/fail qualification requirement. Evaluation was conducted on a best value basis allocating 100 points to price, with the lowest bidder receiving maximum points and other bidders scored proportionally. Written questions from vendors were due September 22, 2020, at 10:00 AM ET, with bids closing on September 29, 2020, at 1:30 PM ET; all bids required electronic submission through the Kentucky eProcurement system with pricing valid for a minimum of 60 calendar days following the bid due date.

The solicitation included reciprocal preference provisions for Kentucky resident bidders, with Kentucky Correctional Industries receiving a 20 percent preference and qualified nonprofits receiving a 15 percent preference. Vendors were required to submit all mandatory compliance documentation including Revenue Form 10A100, Secretary of State registration for foreign entities where applicable, notarized annual affidavits confirming compliance with Kentucky campaign finance laws and procurement regulations, and Equal Employment Opportunity forms where applicable. All pricing was quoted on an F.O.B. Destination Freight Prepaid and Allowed basis, excluding federal excise taxes and Kentucky sales or use taxes, with price increases prohibited during the first 12 months of the contract; thereafter, increases could only be requested with justification based on industry-wide price changes and 30 days' notice. The contract was subject to comprehensive Commonwealth technology security standards, including NIST 800-53 moderate-level controls and Section 508 accessibility compliance. No specific incumbent vendors, budget ranges, or award values were identified in the solicitation documents. Payment terms specified that the Commonwealth would remit payment within 30 working days following receipt of goods or invoices in accordance with Kentucky statutes, with the contract funded through KDLA's agency fees generated from its micrographics and imaging services.