RFI 758 2300000006 - Printing Services

The Commonwealth of Kentucky's Finance and Administration Cabinet, on behalf of the Commonwealth Office of Technology (COT), issued Request for Information (RFI) 758 2300000006 on June 13, 2023, seeking vendor information on printing services with two distinct service areas: managed services for print production and print equipment available for lease. The procurement is designed to gather preliminary vendor input rather than commit to a specific contract award, with responses required by August 4, 2023, at 3:30 PM ET through the Kentucky Vendor Self Service System at https://vss.ky.gov. Vendors must demonstrate capability to handle the Commonwealth's average monthly volume of six million variable line data print images with the ability to accommodate surges up to two million additional images, with output on legal, letter, card stock, and label stock in both color and black and white formats. Critical qualifications include compliance with IRS Publication 1075 protections for sensitive Federal Tax Information, HIPAA requirements, and NIST 800-53 framework standards; capability to provide 24/7/365 operations with documented service level agreements including uptime details; and staffing capabilities adequate for high-volume production management. The RFI explicitly prohibits vendors from submitting actual pricing or bids; instead, vendors must provide estimated monthly cost ranges for both managed services and equipment lease options and offer recommendations on structuring the eventual RFP or RFB, including appropriate evaluation criteria, service level agreements, staffing requirements, implementation timeframes, and industry best practices. The original response deadline of July 21, 2023, was extended to August 4, 2023, via Addendum No. 1 issued July 5, 2023, which also established a written questions period due July 12, 2023; Addendum No. 2, issued July 26, 2023, confirmed that no written questions were received by the deadline.

The RFI documentation does not indicate any set-aside designations, minority-owned business restrictions, or disadvantaged enterprise preferences applicable to this solicitation. The Commonwealth currently operates three Xerox production devices—Brenva (contract expiring December 31, 2023), Baltoro (contract expiring November 30, 2025), and Nuvera (contract expiring November 30, 2025)—which process four to six million impressions monthly, and any vendor response must address integration capabilities with or replacement of this existing infrastructure. No specific award value or budget range is disclosed in the RFI documentation, as this is an information-gathering stage preliminary to potential future RFP or RFB development, and the Commonwealth explicitly reserves the right to make no commitment based on responses received. All submitted documents become public record available for inspection after any subsequent contract award. Inquiries regarding the solicitation should be directed to Holly McDonald at 502-564-6523, and submission materials should be directed to COT.Invoices@ky.gov, with the billing and shipping address established as Commonwealth Office for Technology, 101 Cold Harbor Drive, Frankfort, Kentucky 40601.