Agency Request For Quotation.pdf
PDF 559 KB Posted
- Solicitation number
- RFQ 095 2200000080 2
- Issued by
- Fayette County, Kentucky
About this file
This is an Agency Request for Quotation issued by the Kentucky Department of Military Affairs for an emergency notification system. The Commonwealth seeks a 12-month service contract to provide emergency alert capabilities for Bluegrass Station with support for 300 users. The system must accommodate 3,000 SMS messages and 3,000 voice minutes monthly, with the ability to encrypt data at rest and send alerts through multiple channels including desk phones, mobile phones with an app, email, and text messaging. The system must integrate with the Lexington Fire Department, Lexington Police Department, U.S. Department of Homeland Security, and the Federal Bureau of Investigation, including the ability to add cell phone numbers for these agencies. The quotation was issued on October 21, 2021, with a closing date and time of November 1, 2021, at 1:00 PM EST. Responses should be submitted via fax, email, hand-delivery, or courier to the return address at Bluegrass Station, 5751 Briar Hill Road, Building 18, Lexington, Kentucky 40516.
All quotations must be submitted on the Agency Request for Quotation form with firm pricing on an FOB Destination, freight prepaid basis. The system should include setup, configuration, unlimited training, and 24/7/365 support. Pricing shall exclude federal excise taxes and Kentucky state sales and use taxes. The Commonwealth reserves the right to award items separately or to a single bidder based on the best interests of the state. Multiple bids from the same vendor will be rejected. All contracts shall be governed by Kentucky Revised Statute 45A and the laws of the Commonwealth of Kentucky, with any legal action subject to Franklin County Circuit Court jurisdiction. Award of the contract is contingent upon issuance of a valid Purchase Order, which represents the entire agreement between the parties.
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Text version
KENTUCKY DEPARTMENT OF MILITARY AFFAIRS
AGENCY REQUEST FOR QUOTATION
INSTRUCTIONS
1. Each quotation shall be submitted on the Agency Request For Quotation form
2. Specifications used in the Request for Quotation are intended to be open and nonrestrictive.
References to brand names, catalogs, etc. are to establish a minimum standard of quality and do not preclude Buyer’s consideration of bids of comparable quality. However, all bidders shall provide the brand name and catalog number of product bid if bidding other than specified on the
Request for Quotation.
3. Quotations shall be submitted indicating unit price, total extension for each item, and grand total of the quotation. Firm prices are required. In case of error in the extension prices, the unit price will govern.
4. All prices quoted shall be on the basis of FOB Destination, all freight prepaid, to the ordering agency address specified on the Request for Quotation.
5. All commodities shall be new and current (latest) model, unless otherwise specified.
6. DMA reserves the right to award the items separately or all to one bidder based on the best interest of the Commonwealth. If bidding on an all-or-none basis, it shall be specified on the quotation.
7. The Commonwealth is exempt from federal excise taxes. Bidders shall not include such tax in the quotation.
8. KENTUCKY SALES AND USE TAXES: Sales of tangible personal property or services to the
State of Kentucky and its constitutional agencies are not subject to state sales or use taxes.
9. Any order based on this quotation shall be issued by a Purchase Order contract. No delivery or billable work is authorized until a valid Purchase Order has been fully executed. The Purchase
Order shall represent the entire agreement between both parties. Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon the Purchase Order.
10. The Commonwealth’s acceptance of the quote indicated by the issuance of a Purchase Order shall create a valid contract consisting of 1) the written Purchase Order, 2) the bidder’s Request for Quotation response, and 3) the Kentucky Revised Statute (KRS) 45A. No change or modification to the Purchase Order shall be authorized without the approval of the Administrative
Services Purchasing Branch Manager.
11. The laws of the Commonwealth of Kentucky shall govern contracts or orders placed as a result of the quote. The rights and obligations of the parties shall be determined in accordance with the laws of the Commonwealth of Kentucky. Furthermore, the parties agree than any legal action that is brought on the basis of an order resulting from this quotation shall be filed in the Franklin
County Circuit Court of the Commonwealth of Kentucky. Any offer conditioned upon governance by the laws of a state other than Kentucky shall not be considered.
KENTUCKY DEPARTMENT OF MILITARY AFFAIRS
AGENCY REQUEST FOR QUOTATION
THIS IS NOT AN ORDER
Return Address: Bluegrass Station, 5751 Briar Hill Rd.
Bldg. 18, Lexington, KY 40516
Business Hours: 8:00 a.m. – 4:00 p.m.
For Information Call: Joe Barrett Telephone Numbers: Voice: 859-293-4224 Fax: 859-293-4215 Email Address:
Quotation No: RFQ 095 2200000080
Date Issued: 10/21/21 Closing Date: 11/1/21 Closing Time: 1:00 PM
EST
EDT
X
NOTE TO VENDORS: PLEASE COMPLETE AND RETURN BY FAX OR EMAIL TO
1) All blanks MUST be completed.
2) All quotes shall be F.O.B. Destination, Freight Prepaid.
3) Multiple bids will be rejected.
4) You may mail, fax, email, hand-deliver or return quote by courier.
Item No.
Description Quantity Unit Unit Price
Total
1.
The successful vendor shall provide an emergency notification system for Bluegrass Station.
The system will be used to send emergency notifications when critical events, such as adverse weather, disasters and workplace violence, become a threat to the safety and health of the message recipients.
The system must provide 300 users with message limits (3,000 SMS/month, 3,000 voice minutes/month).
The system must be able to encrypt data at rest (Data sitting on the drive not going anywhere).
The system must be able to send alerts to the customer’s manager so the manager can send them to end users.
The system must have the ability to communicate with the Lexington Fire Department, Lexington Police Department, US Department of Homeland Security and the Federal Bureau of Investigation.
The system must allow for the addition of cell phone numbers of the Lexington Fire, Lexington Police, DHS and FBI.
The system must be able to alert desk phones, mobile phones with the app, email and text messaging.
Month
READ INSTRUCTIONS – BIDDERS MUST PROVIDE ALL INFORMATION REQUESTED AND SIGN QUOTATION
The system should include set up/configuration, unlimited training and 24/7/365 support.
Total dollar amount for twelve (12) months of service: $
This offer is good for ______calendar days from the date this quotation is opened. In submitting the above, it is expressly agreed that, upon proper acceptance by the agency indicated herein of any or all items bid above, a contract shall thereby be created with respect to the items accepted. All contracts shall be awarded in accordance with the laws of the Commonwealth of Kentucky.
Partial payments are prohibited unless other-wise specified.
FIRM_______________________________________________________
SIGNED BY__________________________________________________
NAME & TITLE______________________________________________
(Type or Print)
EMAIL ADDRESS_____________________________________________
ADDRESS___________________________________________________
City State Zip Code
PHONE NO. ___________________________
FAX NO. ______________________________
DATE ________________________________
FED ID _______________________________
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