Voice Maintenance and Support

The Commonwealth of Kentucky, through the Commonwealth Office of Technology (COT), is soliciting bids for Voice Maintenance and Support services under RFB 758 2600000339 to provide statewide coverage for legacy telecommunications systems across all Executive Branch agencies and eligible political subdivisions. The procurement seeks a Master Agreement contractor capable of maintaining and supporting legacy voice/telephony equipment including Comdial, Avaya/Nortel, Tadiran, Lucent, and NEC systems throughout the Commonwealth. The vendor must deliver on-site maintenance during primary business hours (8:00 a.m. to 5:00 p.m., Monday through Friday, local time) with extended 24x7 availability for critical outages, providing initial contact response times ranging from 15 minutes for mission-critical facilities such as Kentucky State Police Communications and correctional facilities to one hour for other service categories, with onsite response times varying from 2 to 16 business hours depending on incident severity. All work orders must be processed through the Commonwealth's ServiceNow Platform for incident management and ticket tracking, with vendors required to accept work orders throughout the contract term without additional fees or upcharges. Evaluation will be based on best value scoring across three measurable criteria: fully loaded, not-to-exceed hourly labor rates including travel (55 points), truck roll fees for non-warranty service work outside the Frankfort metropolitan area (25 points), and parts and labor warranty periods exceeding the required 90-day minimum in 30-day increments (20 points). Vendor questions were due January 22, 2026 at 8:00 a.m. ET with Commonwealth responses provided by January 23, 2026, and sealed bids are due February 3, 2026 at 1:30 p.m. ET. The initial contract period is one year from award with five optional one-year renewal periods at the Commonwealth's discretion; pricing must remain firm for the first 12 months, with any subsequent increases requiring written justification based on industry-wide changes and Commonwealth approval.

This procurement applies reciprocal preference for Kentucky resident bidders under state law and qualified bidder preferences for nonprofit corporations furthering Chapter 163 purposes or nonprofit agencies employing individuals with severe disabilities for at least seventy-five percent of direct labor hours, as applicable. Vendors claiming resident bidder status must provide affidavits attesting authorization to transact business in Kentucky and maintenance of corporate income tax filings, unemployment insurance, and workers' compensation insurance for at least one year prior to contract advertisement. All bidders must comply with Kentucky campaign finance laws, execute required affidavits under penalty of perjury, and provide notarized documentation; the Commonwealth retains the right to request updated affidavits or supporting documentation at any time. Vendors must maintain Commercial General Liability Insurance ($1,000,000 per occurrence, $2,000,000 aggregate), Professional Liability Insurance ($1,000,000 per claim), and Automobile Liability Insurance ($1,000,000 combined single limit if applicable), with the Commonwealth named as additional insured. No incumbent vendor information, specific funding sources, or set-asides for disadvantaged enterprises are identified in the solicitation documents. The solicitation does not disclose specific contract values or budget ranges; instead, award will be determined through competitive best value evaluation, with all pricing information submitted confidentially by vendors through the Commonwealth's eProcurement System.