Maintenance of Scanner Equipment

The Commonwealth of Kentucky Finance and Administration Cabinet, on behalf of the Kentucky Department for Libraries and Archives (KDLA), issued Request for Bid (RFB) 758 2100000213 to procure maintenance and support services for scanner equipment through a renewable master agreement. The procuring jurisdiction is Elliott County, Kentucky. The goods and services required include comprehensive maintenance and repair of two Kodak scanning units: a Kodak I1860 Duplex Scanner (220 PPM, Serial #45706202) and a Kodak I660 Scanner (120 PPM, Serial #12742370). The initial contract period runs from November 3, 2020, through November 2, 2021, with four optional one-year renewal periods available at the Commonwealth's discretion. Required services include same-day phone response to service calls, on-site service within 24 hours or less during standard business hours (9 a.m. to 5 p.m., Monday through Friday), overnight delivery of necessary parts, and maintenance responses within 24 hours. Qualified vendors must employ factory-trained, certified field engineers with documented expertise in maintaining both scanner models and must demonstrate a minimum of four years of experience in scanner equipment maintenance and repair within the United States. The solicitation was released on October 14, 2020, with written vendor questions due by October 21, 2020, at 10:00 a.m. ET and bid closing on October 28, 2020, at 1:30 p.m. ET. Awards will be determined using a best value ranking approach with price weighted at 100 points and vendor experience evaluated on a pass/fail basis. All bids must be submitted electronically through the eProcurement system.

The Commonwealth applies reciprocal preferences for Kentucky resident bidders and qualified bidder preferences per Kentucky Revised Statutes, including preferences for Kentucky Correctional Industries and qualified nonprofit organizations serving individuals with severe disabilities. Prior to award, vendors must submit required documentation including the Kentucky Tax Registration Application (Revenue Form 10A100), Certificate of Authority for foreign entities, required affidavits certifying compliance with Kentucky campaign finance laws and tax obligations, and Equal Employment Opportunity forms if applicable. Vendors must also comply with Commonwealth information technology policies and security standards, including NIST Special Publication 800-53 controls, SOC 2 Type 2 reporting requirements, and Section 508 accessibility compliance. All quoted prices must be F.O.B. Destination Freight Prepaid and Allowed, exclusive of federal excise taxes and Kentucky sales or use taxes, with pricing to remain firm for the first twelve months of the contract. No specific incumbent vendors or budget ranges are identified in the solicitation documents. Inquiries regarding the opportunity should be directed to Keith Srutowski at 502-564-7007.