Portable Variable Message Center Trailer & Truck Mounted

The Kentucky Transportation Cabinet Division of Purchases issued a Request for Bid (RFB) for a master agreement contract to procure portable variable message centers for the Commonwealth of Kentucky, with delivery to Elliott County. The procurement requires 19 solar-powered, trailer-mounted portable message boards featuring approximately 130" x 72" x 12" display cabinets with three lines of eight characters each and LED letter characters of minimum 18 inches in height, equipped with self-contained on-board computers utilizing NTCIP-compliant software, solar panel arrays producing a minimum of 150 watts, and battery backup sufficient for 30 days of operation without sunlight. Additionally, the solicitation calls for six truck-mounted message boards with maximum dimensions of 73" x 35" x 6", featuring minimum two lines of eight characters with amber LED displays, along with 10 replacement letter/character units for both equipment types. All equipment must be manufacturer's latest current production models delivered F.O.B. destination freight prepaid to the KYTC Division of Equipment receiving shop in Frankfort, Kentucky, with vendors required to guarantee delivery within a specified number of calendar days after receipt of delivery order. The evaluation criteria allocate 95 points to price and 5 points to delivery performance, with the lowest bidder receiving maximum price points and subsequent bidders receiving proportional scores on a best-value basis. Written questions were due March 16, 2020 at 4:00 PM Eastern Time, with sealed bids due March 31, 2020 at 10:00 AM EST following a delivery policy modification in Addendum #1 requiring mailing through USPS, FedEx, or UPS, and a tentative award date of April 10, 2020. The master agreement provides an initial one-year contract period with four optional one-year renewal periods, subject to written approval by both the vendor and KYTC Division of Purchases, with pricing firm for the initial 12 months and only one price increase permitted thereafter if justified by industry-wide cost changes and supported by documentation.

The Commonwealth reserves reciprocal preference for Kentucky resident bidders as defined in KRS 45A.494, requiring documentation of authorization to transact business in Kentucky and one year of filed state income taxes, unemployment insurance contributions, and workers' compensation coverage. Qualified bidders receive additional scoring preferences, including Kentucky Correctional Industries eligible for a 20 percent preference and nonprofit organizations serving individuals with severe disabilities eligible for a 15 percent preference. Successful bidders must provide OEM repair parts and service within 36 hours of notification of equipment breakdown, with all service performed by manufacturer-trained and certified technicians, and include two-year manufacturer warranties with 100 percent parts and labor coverage performed on-site by authorized manufacturer representatives. Bidders must acknowledge Addendum #2 and submit the signed solicitation face page, completed bid information, and all required affidavits with their response, as failure to provide required documentation renders bids non-responsive. No specific incumbent vendors or current contractors are identified in the solicitation documents, and no set-aside budget ranges or award values are disclosed in the available procurement materials.