Mobile file storage system

The Commonwealth of Kentucky Department of Military Affairs issued Request for Quote (RFQ) 095 1900000096 on March 27, 2019, to procure a single mechanical high-density mobile file storage system for installation at the EOC Building at Boone National Guard Center in Frankfort, Kentucky. The system must accommodate approximately 25 file cabinets' worth of files with allowance for future expansion, measure no more than 7 feet in length, 7 feet in height, and approximately 31 inches deep, feature filing on both sides with a maximum shelf depth of 16 inches per side, and include ergonomically designed handles, safety locks, and optional controlled access capability. All equipment must be new and current model in first class condition, with the vendor required to provide instruction and operating manuals. Bidders must conduct mandatory site visits during business hours (Monday-Friday, 8:00 AM to 4:00 PM) to verify measurements and assess site conditions, with failure to inspect not constituting grounds for claims after award. The RFQ closes on April 30, 2019, at 1:00 PM EST, with questions due by April 12, 2019, and answers anticipated by April 18, 2019. Evaluation will be based on best value scoring with price weighted at 75 points (lowest price receives maximum points) and availability/installation time weighted at 25 points (quickest delivery and installation receives maximum points), for a total of 100 points. Contract award and installation completion is anticipated within six months, with completion targeted by December 2019.

Kentucky resident bidders may receive reciprocal preference in accordance with Kentucky statutes, and qualified bidders including Kentucky Correctional Industries and nonprofits serving individuals with disabilities may receive preference equal to 15 or 20 percent of maximum points. All pricing must be submitted as unit price and total price and must remain valid for a minimum of 60 calendar days after the bid due date, with quotations to be F.O.B. Destination Freight Prepaid and Allowed, with the vendor bearing all shipping and freight charges. Bids must be submitted in sealed, hardcopy form only to Leslie Stamper, Administrative Branch Manager, at the Department of Military Affairs; electronic and faxed responses are not acceptable. The contract is exclusive to the Department of Military Affairs, though the department reserves the right to offer the contract to other state agencies with vendor consent. The contract establishes no price increases during the first 12 months, with any price adjustments thereafter requiring written justification, and the Commonwealth may cancel the contract with 30 days' written notice. No specific budget range or award value was indicated in the solicitation documents.