RFB for custom file folders and accessories

The Commonwealth of Kentucky Administrative Office of the Courts (AOC) issued Request for Bids (RFB) #025 2400000092 on August 25, 2023, for custom file folders and accessories to support the Kentucky Court of Justice. This procurement seeks a single vendor to provide file folders and related accessories on an as-needed basis through a Master Agreement with delivery orders issued throughout the contract term. The required deliverables include custom file folders available in ten mandated colors (white, light blue, red, orange, black, yellow, tan, dark blue, dark green, and purple) with options for top, side, and end tabs; expandable options with dividers; and color-coded year strip labels for case file identification. Additionally, bidders must supply eight distinct product categories of accessories manufactured exclusively by Jeter, including numeric color-coded labels, mylar name protection labels, solid color coding labels, end tab outguides, alphabetic color-coded labels, month coding labels, and charge out forms. The RFB established the following critical deadlines: written questions were due by August 30, 2023, bids were due by 3:30 p.m. Eastern Time on September 6, 2023, bidders were to be notified of award on September 8, 2023, and contract execution was anticipated for September 15, 2023. Award will be made to the lowest responsive, responsible bidder based on a percentage discount off list price structure. Bidders must submit electronically to solicitation@kycourts.net and include a transmittal letter, signed solicitation form, certificate of authority, minimum three customer references, and a completed bid form with pricing information; bids must be firm with no qualifications or reservations, and bidders must certify that prices were arrived at independently without collusion.

The solicitation documents provided do not specify any set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor information. The contract terms provide for an initial one-year period with prices firm during that term, followed by four optional one-year renewal periods, each requiring written approval from both the contractor and the AOC. Payment terms allow for payment within thirty working days of receipt of undisputed invoices or satisfactory goods, with a penalty of one percent per month applied for payments exceeding that period. Delivery must be made Monday through Friday between 8:00 a.m. and 4:30 p.m. to 1001 Vandalay Drive, Frankfort, Kentucky, with all packing, transportation, and delivery charges to be paid by the contractor. The AOC is tax-exempt, and therefore Federal Excise Tax and Kentucky Sales or Use Tax should not be included in quoted prices. The RFB documents do not disclose a specific budget range or award value for this procurement opportunity.