RFB for custom file folders and accessories

The Commonwealth of Kentucky Administrative Office of the Courts (AOC) issued a Request for Bids (RFB 025 2400000170) on behalf of the Kentucky Court of Justice (KCOJ) to procure custom file folders and accessories on an as-needed basis through a Master Agreement with periodic Delivery Orders. The solicitation seeks a single vendor to supply file folders in three stock types (14-pt, 18-pt, and 22 or 25-pt) available in multiple colors including orange, lavender, red, dark green, yellow, white, light blue, dark blue, manila, kraft, black, goldenrod, gray, royal blue, green, and deep red, along with comprehensive accessories including computer-generated sequential strip labels with color-coded year designations, numeric and alphabetic color-coded labels, name protection labels, month coding labels, year code labels, end tab outguides, charge-out forms, and classification folders with dividers and slash jackets. All products must meet specifications for self-adhesive, mylar-coated materials with center-scored applications where applicable, and all folders must include metal fasteners installed in designated positions, sourced from acceptable manufacturers including Tab/Jeter and Jeter. Bidders must submit pricing on a per-unit basis for all listed items in various package and roll quantities, and proposals must be submitted electronically to Solicitation@kycourts.net by 3:30 p.m. Eastern Time on October 16, 2023, with written questions due by October 6, 2023 and anticipated AOC response by October 9, 2023. Required submission documents include a transmittal letter, signed solicitation form, certificate of authority for foreign entities, three customer references with detailed contact information, and a completed bid form with all cost information. Award will be made to the lowest responsive, responsible bidder, with anticipated award notification on October 18, 2023, and contract execution anticipated for October 20, 2023. The initial contract term is one year with prices firm for the original period, followed by four optional one-year renewal periods requiring written approval from both parties, and delivery must be made Monday through Friday, 8:00 a.m. to 4:30 p.m., to the AOC location at 1001 Vandalay Drive, Frankfort, Kentucky 40601, with all transportation and packaging costs included in quoted prices.

The solicitation does not specify any set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor information. All prices must exclude federal excise taxes and Kentucky sales or use taxes, with trade discounts deducted in calculating unit prices. Foreign entities must provide a certificate of authority from the Kentucky Secretary of State within fourteen days of bid opening or their response will be deemed non-responsive. The AOC reserves the right to reject any or all bids, request best and final offers, conduct supplemental investigations into bidder responsibility including financial capacity and performance history, and cancel the RFB and purchase items through negotiated procurement if deemed in the KCOJ's best interest. No appropriation amount, funding source, or minimum annual purchase volume is specified in the solicitation; the award of a Master Agreement does not guarantee that any Delivery Orders will be issued. The AOC will not reimburse bid preparation costs, and pricing negotiations for shipping will occur with the selected vendor prior to contract execution.