ELECTRONIC BID SUBMISSION

Bid responses shall be received by electronic submission in the eProcurement system.

An electronic bid shall be authorized by the proper agent of the firm by the act of submitting it electronically through the eProcurement system.

Bid information MUST be completed online. Response must contain all required information for the Solicitation. A separate Bid Sheet is attached and must be included with the response. Bidders MUST enter $.01 in the Unit Price field as the electronic bid. This is the ONLY pricing that is to be entered electronically. All actual pricing must be on the Bid Sheet.

All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://vss.ky.gov

Allow 24 – 48 hours to complete Vendor Registration. Vendors must be logged in to their Vendor Self Service (VSS) account in order to submit a response. Registrations completed the day of bid closing must be completed by the Vendor in the VSS portal. The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/time of the bid closing. Vendor Self Service Registration Guides are provided at https://vss.ky.gov

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload impediments shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged. If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-HELP (4357).

Online bid responses must be in an “Accepted” status and shall be assigned a date and time stamp from the eProcurement system at the time of final acceptance and formal submission by the vendor. The system will not allow submission of an online response after the published date and time for closing.

An offer may be modified or withdrawn by electronic or written notice ONLY if received prior to the bid closing date and time. An electronic offer may be modified by applying the appropriate electronic signature and following the procedure in the state’s eProcurement signature.

https://vss.ky.gov/ https://vss.ky.gov/ mailto:Finance.CRCGroup@ky.gov

The following items MUST be submitted prior to award:

_____REVENUE FORM 10A100 KENTUCKY TAX REGISTRATION APPLICATION

(see Section 36)

_____CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF

STATE BY A FOREIGN ENTITY (see Section 38)

_____REQUIRED AFFIDAVIT(S) (see Attachment A)

ATTACHMENT A

Commonwealth of Kentucky Request for Bid (RFB) for Kentucky State Parks - Furniture

RFB 785 2600000352

Issued by The Finance and Administration Cabinet

On Behalf Of The Department of Parks

Release Date: January 26, 2026

Vendors’ Written Questions Due: February 7, 2026, 3:00 PM, ET Commonwealth’s Response to Written Questions: February 10, 2026

CLOSING DATE AND TIME: February 17, 2026, 1:30 PM, ET

Commonwealth Buyer:

Kristi Sharp, Statewide Procurement Manager

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Division of Engineering & Contract Administration Bush Building, 403 Wapping Street

FRANKFORT KY 40601

(502) 330-9858

Kristi.sharp@ky.gov mailto:Kristi.sharp@ky.gov

BID READINGS

Any person wishing to hear a bid reading may call the DECA conference line at 502-782-2663, Conference ID number 240522002#, and Participant Code 39750#, at

3:30pm, ET on the bid closing date.

PLEASE READ THIS SOLICITATION AND ITS INSTRUCTIONS IN ITS ENTIRETY.

This is a Request for Bid (RFB).

Vendors shall comply with the terms and conditions stated in the solicitation.

Any efforts to negotiate these terms and conditions SHALL NOT be accepted and SHALL cause the bid to be deemed non-responsive.

All proposed pricing shall remain valid for a minimum of sixty (60) calendar days after the bid due date.

This Contract shall be awarded by location. Vendors may bid one (1) or more locations.

Vendors should review and comply with the general bidding requirements listed under “Procurement Laws, Preference, Regulations and Policies” and “Response to Solicitation” located on the eProcurement Web page at:

https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx and https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx respectively.

The vendor must comply with all applicable statutes, regulations and policies related to this procurement.

https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

Solicitation

Terms and Conditions

Section 1: Purpose You are hereby invited to bid on this solicitation for furniture for the renovation of six (6) locations listed below:

Project Locations:

Lake Barkley SRP Lodge (LB) 3500 State Park Rd Cadiz, KY 42211

Lake Cumberland SRP Lodge + Guestrooms (LC)

5465 State Park Rd Jamestown, KY 42629

Barren River Lake SRP Lodge + Guestrooms (BR)

1149 State Park Rd Lucas, KY 42156

Cumberland Falls SRP Guestrooms (CF)

7351 KY-90 Corbin, KY 40701

Lake Cumberland SRP Conference Center (LCC)

465 State Park Rd Jamestown, KY 42629

General Butler SRP Conference Center (GBC)

1608 KY-227 Carrollton, KY 41008

One contract will be awarded for all locations.

Section 2: Bid Specifications See following attachments for additional information:

ATTACHMENT G Lake Barley Lodge – Specs/Drawings ATTACHMENT H Lake Cumberland Lodge – Specs/Drawings ATTACHMENT I Barren River Lodge – Specs/Drawings ATTACHMENT J Cumberland Falls Lodge – Specs/Drawings ATTACHMENT K Lake Cumberland Conference Center – Specs/Drawings ATTACHMENT L General Butler Conference Center – Specs/Drawings

Requirements:

1.1 RELATED DOCUMENTS

A. The Furniture Plans and Specification Sheets apply to the work specified in this Section.

1.2 DESCRIPTION OF THE WORK

A. Furnish all labor, material, plant and incidentals required for the provision, and installation of furniture shown on the drawings and/ or specified herein. Provide a “spotted” delivery to include delivery, placement of furniture and installation at locations indicated on the drawings.

B. The work includes, but is not necessarily limited to, the following:

1. Lounge furniture

2. Dining tables and chairs

3. Outdoor furniture

4. Occasional tables

5. Workstations

6. Storage units

7. Custom guestroom furniture

8. Accessories such as mirrors and lamps

1.3 QUALITY ASSURANCE

A. Code Compliance / Testing: All products proposed by the Contractor shall meet or exceed all appropriate established standards regarding durability, performance, and life safety. They shall comply, as a minimum, with the following standards:

1. Occupational Safety and Health Act (OSHA).

2. ASTM E-84, Class I for surface burning characteristics.

3. Uniform Fire Code State of Kentucky.

B. State and Local Laws: Comply with all applicable State and Local Laws in the performance of the work.

C. Manufacturer’s Specifications: Comply with manufacturer’s printed specifications and installation instructions except as otherwise provided.

D. Field Measurements: Field measure to verify size, location, placement, and fit of all furniture assemblies prior to installation.

E. Coordination and Layout: Coordinate the work of this Section with the work of other trades, particularly electrical, telephone, data and other building systems.

F. Checking Work: Bidders are to ensure that pricing indicated on various bid documents match and add up to the same lump sum number indicated on bid form and bid form cost breakdown.

G. Product Standards: All products shall be manufacturers’ standard items and shall not be “custom” or special orders unless specified as such or deemed necessary for proper fit / installation.

1.4 SUBMITTALS

A. General: Submit shop drawings and finish samples to Project Designer for review and approval prior to order / fabrication.

B. Product Data: Submit manufacturer’s detailed material and fabrication specifications and installation instructions.

C. Shop Drawings: Submit furniture installation drawings to Project Designer.

D. Samples: Submit two actual production quality samples of each required finish and color for approval. Provide minimum 3”x5” size samples and cuttings;

identify material, finish, and color. Picture representations are not acceptable. If fabric requires additional treatment / coating, submit treated samples.

1. Laminates.

2. Wood finishes.

3. Metal and paint colors.

4. Upholsteries.

5. Acoustical Finishes.

6. Fiberglass.

7. Glass.

8. Stone.

E. Project Schedule: Submit a schedule outlining the production and delivery dates of each item. Allowing adequate time for submission, review and approval of shop drawings.

F. Maintenance: Provide the Owner with routine maintenance care instructions for each product specified in this Section, including upholsteries, as recommended by manufacturers.

1.5 DELIVERY, STORAGE AND HANDLING

A. Coordinate delivery with Project Manager.

B. Receive and accept furniture, furnishings and equipment upon delivery. Inspect to identify product and verify quantities delivered.

C. Protect furniture during transit, delivery, storage, and handling to prevent damage, soiling, and deterioration. Minor damages may be repaired provided finished items are equal to new work and acceptable to the Project Designer and Owner. Where not possible to repair properly, replace product.

D. Do not deliver furniture, until painting, wet work, grinding and similar operations which could damage, soil or deteriorate furniture have been completed in installation areas. If, due to unforeseen circumstances, furniture must be stored in other than installation areas, store only in areas meeting requirements specified for installation areas.

E. Store the furniture, furnishings, and equipment for up to (30) days at vendors cost until installation occurs.

F. Keep stored material covered and protected from damage.

G. All room numbers herein coordinate with the Construction Documents.

1.6 JOB CONDITIONS

A. Conditioning: Advise General Contractor for General Construction and Project Manager of temperature and humidity requirements for furniture installation areas. Do not install furniture until required temperature and relative humidity have been stabilized and will be maintained in installation areas.

B. General Contractor for General Construction shall maintain temperature and humidity in installation areas as required to maintain moisture content of installed furniture shall determine optimum moisture content and required temperature and humidity conditions.

1.7 WARRANTY

A. Submit manufacturers’ standard warranties on manufacturer’s letterhead endorsed by an authorized officer of the company.

B. The manufacturer shall guarantee availability and replace ability of all parts for a minimum of two years from installation completion.

PART 2 - PRODUCTS

2.1 MANUFACTURERS

A. Furniture, upholstery fabrics, and accessories are specified in the Specification Sheets herein and are referenced by item designations on the drawings.

B. Provide furniture components of type, size, materials and finishes specified.

Component parts and connecting hardware not indicated shall be provided as recommended by manufacturer for type of service intended. Provide a complete system for each product including, but not limited to: supports, trim kits, wire management, grommet covers, glides as indicated.

C. Refer to hold-to dimensioned floor plans provided by the Project Designer or the built environment to confirm furniture dimensions with interior architecture prior to placing the final order. Notify the Project Designer of adjustment requirements.

2.2 UPHOLSTERY

A. Dye Lots: Provide each fabric specified from a single dye lot to assure color consistency.

B. Fabric Backing: Provide as recommended by manufacturer or upholsterer:

1. Apply latex backing to fabric to prevent seam slippage and raveling, when recommended by the manufacturer or upholster.

2. Apply fabric backing to fabric to provide additional stability.

C. Fabric Finish:

1. Coat all fabrics with soil-repellant finish as specified.

2. Treat all fabrics when required, to have a flame-retardant finish unless woven with fibers inherently flame resistant.

D. COM (Customer’s Own Material) Fabrics: Where COM fabrics are specified, obtain furniture manufacturer’s approval prior to fabrication.

2.3 MISCELLANOUS

A. Pricing or basis of design specifications must be submitted; however, substitutions for proprietary / basis of design items will be considered, U.O.N.

Pricing for substitutions to reflect the specified fabrics and finishes. Bidders must indicate proposed alternate warranty and testing information.

B. Furniture vendor to provide a complete system of products including, but not limited to, wire management, grommet covers, counterbalancing components, glides, trim pieces, etc.

C. Components may vary a maximum of 4 inches in order to maintain standard dimensions. Overall unit footprints may not vary.

D. Bidders are to provide typical renderings and shop drawings of custom pieces for review and approval by designer.

E. Where “mid-grade upholstery” is indicated, bidders are to assume a material allowance of $45/yard.

F. Confirm manufacturer’s approval of all fabrics on furniture pieces prior to ordering fabrics.

G. Should dimensions or attributes of proposed product vary from basis of design, please indicate.

H. Field verify all dimensions prior to placing final order.

I. All products to meet relevant BIFMA and ANSI and Class A Fire Ratings as applicable.

J. Power and circuitry for workstations to have three (3) general purpose and one

(1) isolated circuit. The isolated circuit is to be clearly identifiable.

K. Provide power whips as required to the Project Manager prior to the furniture installation so Electrical Contractor can hardwire to building. Coordinate with the

Project Manager for delivery to the Electrician. Notify Project Manager of furniture installation completion so that the Electrician can hardwire power whips to workstations.

L. File cabinets are to have full-extension glides and are to be counter weighted.

M. All sit-to-stand desks are to be powered, not manual or pneumatic.

N. Key all workstations alike. Provide owner with two (2) Master Keys to open all storage throughout project.

O. All finishes are to be standard manufacturer’s finishes U.O.N.

P. Provide leveling glides on all furniture that is appropriate to the type of flooring (hard or soft surface).

Q. Model rooms to be provided at Lake Cumberland (LC) and Barren River Lake (BR) prior to full fabrication of guest room furniture. Exact room/configuration

TBD.

R. Refrigerators in guestrooms to be provided and installed by GC. Coordinate as required.

S. Wall sconces at beds to be provided and powered by GC/electrical contractor.

Coordinate as required when interfacing with headboards.

T. In-surface power units built into end tables, desks, etc. to be provided by furniture vendor as indicated on spec sheets. Coordinate cord length and cut outs as required.

PART 3 - EXECUTION

3.1 COORDINATION AND INSPECTION

A. Vendor must coordinate interface conditions between furniture and the work of other trades.

B. Coordinate the placement of furniture with locations of building electrical outlets and field measure to confirm dimensional fit of furniture with built partitions. Notify the Project Manager and Project Designer in writing prior to installation of any adjustments to furniture for fit.

C. Examine the areas and conditions under which furniture is to be installed and notify the Project Manager and Project Designer in writing of conditions detrimental to the proper and timely completion of the work. Do not proceed with work until unsatisfactory conditions have been corrected in a manner acceptable to the Contractor.

D. Selected vendor is required to attend regularly scheduled Construction Progress Meetings just prior to and during furniture installation. Confirm schedule of attendance and meeting time / location with the Project Manager.

3.2 SEQUENCE OF INSTALLATION

A. Install all furniture according to the floor sequence schedule established with the Project Manager. If not shown, install as directed by the Project Manager.

B. Pack, mark, load, and ship materials in accordance with the floor sequence schedule to ensure efficient and correct installation of the product.

C. Tag all furniture and major components to facilitate delivery and placement. Tag miscellaneous components and incidental hardware by the box.

1. Attach removable tags, which will not damage items to which they are affixed. Remove all tags prior to completion of installation.

2. Deliver materials to the building with the following information.

a. Vendor.

b. Manufacturer’s name.

c. Manufacturer’s model number

d. Finishes.

e. Order Number.

f. Location.

3.3 INSTALLATION

A. Install furniture and accessories as shown on the Drawings and specified herein, or if not shown, install as confirmed with Project Manager.

B. Coordinate furniture installation through the Project Manager, with the work of the other trades which are affected by the installation.

C. Furnish and install anchoring devices required to secure furniture items to building, in accordance with manufacturer’s instructions, using fasteners which are appropriate to the substrate. Provide a horizontal rail, if required, to installed in the specified location. Confirm mounting heights in field.

D. Coordination with the Project Manager is mandatory for the use of elevators.

Existing Elevator Usage: Use of the existing elevators will be permitted, as long as elevator is cleaned and maintained in a condition acceptable to Project Manager. At Substantial Completion, restore elevator to existing before initial use, including replacing worn guide shoes, and similar items of limited life.

1. Provide protective coverings, barriers, devices, signs, or other procedures to protect elevator car and entrance doors and frame. If, despite such protection, the elevator becomes damaged, review steps with the Project Manager to restore damaged work so no evidence remains of correction work. Return items that cannot be refinished in field to the shop, make required repairs and refinish entire unit, or provide new units as required.

E. Provide protective covering such as ¼” Masonite and 6mil polyethylene for walls and installed carpet in staging areas and traffic routes as necessary to protect the space.

3.4 ADJUSTING

A. Coordinate a walk-thru with the Project Designer to review installation and identify items to be addressed.

B. Repair damaged or defaced woodwork, furniture, fabrics or equipment wherever possible to eliminate defects functionally and visually; where not possible to repair properly, replace the item(s), as acceptable to the Project Designer and Owner. Completely refinish defaced components with the factory finish materials or replace defaced components.

C. Adjust and check each operation item to ensure proper operation. Replace items which cannot be adjusted to operate freely and smoothly as intended.

D. Protect installed units to ensure their being in operating condition, without damages, blemishes, or indication of use at completion of project.

3.5 CLEANING

A. Clean and polish furniture and hardware in accordance with the manufacturer’s instructions. Clean finished installation of dirt, dust and fringe marks on all exposed and semi-exposed surfaces.

B. Leave work area clean and free of debris. Dispose of all packing material legally.

3.6 MAINTENACE

A. Provide Owner with routine maintenance care instructions, for each product specified in this Section, as recommended by the manufacturer, including upholsteries.

Section 3: Schedule - Mandatory Requirements The vendor must provide products within the timeframe listed below for each location.

The work is to be staggered as indicated below:

Begin Furniture Installation at LB (2 weeks) 10 June 2026 LB Furniture Installation Complete 24 June 2026 Lake Barkley Lodge reopens 08 July 2026

Begin Furniture Installation at LC (4 weeks) 27 July 2026 LC Furniture Installation Complete 21 August 2026 Lake Cumberland Lodge + Guestrooms reopen 01 September 2026

Begin Furniture Installation at BR (4 weeks) 31 August 2026 BR Furniture Installation Complete 25 September 2026 Barren River Lake Lodge + Guestrooms reopen 01 October 2026

Begin Furniture Installation at CF (5 weeks) 19 October 2026 CF Furniture Installation Complete 20 November 2026 Cumberland Falls Guestrooms reopen 01 December 2026

Begin Furniture Installation at LCC (1 week) 20 July 2026 LCC Furniture Installation Complete 24 July 2026 Lake Cumberland Conference Center reopens 01 August 2026

Begin Furniture Installation at GBC (1 week) 07 December 2026 GBC Furniture Installation Complete 11 December 2026 General Butler Conference Center reopens 21 December 2026

Section 4: General This solicitation specifies requested items. It is not the intention of this solicitation to eliminate vendors or manufacturers of similar or equal equipment of the types specified.

It should be noted, however, that these requested items are written around specific needs of the Department of Parks. The Commonwealth reserves the right to consider bids non-responsive if they do not comply with the specifications contained herein.

The Specifications indicate Proprietary Items and Basis of Design Items. The Base Bid is to include costs for all Proprietary Items as specified and “Equal to” Items for the Basis of Design Items, plus delivery and installation.

Alternates for the Proprietary Items will be considered unless otherwise noted.

Alternates are to have the same materials and finishes as specified. (Proprietary Items establish a standard of required function, dimension, appearance and quality to be met by any proposed Alternate.)

Where a medium-grade fabric is indicated, provide for a minimum of $45.00 per yard allowance.

Provide renderings of workstations and custom millwork pieces for guestrooms with your bid.

Section 5: Bid Conditions The undersigned, having familiarized themselves with the local conditions affecting the cost of the work, Specifications and the Drawings, hereby propose to furnish all materials and labor for the job described above in strict accordance with the Drawings and Specifications.

The Bidder is responsible for warehousing and storage of the furniture, furnishings, and equipment for up to (30) days, if storage should be required beyond the date of substantial completion.

Section 6: Contract Term The contract established by this solicitation shall be for the term of sixty (60) calendar days after the last installation date.

Section 7: Exceptions to Specifications Vendors are cautioned that changes made to the solicitation other than in the designated fields for response shall render the response invalid and result in a non-responsive bid. Otherwise, it will be considered that items/services offered are in strict compliance with these specifications, and the successful bidder shall be held responsible for delivering materials/services that meet these specifications. Any exceptions shall be marked as such within the body of the bid and explained on a separate page. The Commonwealth is not bound to accept any exceptions.

Section 8: Alternate Brands/Specifications Unless otherwise specified, brands and specifications referenced in this solicitation are meant to establish a minimum standard of quality only. Bidders may bid brands/specifications they consider to be equal by specifying the brand(s)/specifications and inserting the brand name(s), model number(s), etc. on which they are bidding. Bids offering “equal” products/specifications will be considered for award if such products are clearly identified in the bid and are determined by the State to meet or exceed fully the minimum essential specifications and salient characteristics referenced in the Solicitation. Bids that contain products/specifications that fail to meet the minimum essential requirements shall be deemed non-responsive.

Bidders who propose alternate brands/specifications should enclose descriptive literature with their bids so that the equality can be verified. Failure to enclose sufficient literature may result in a non-responsive bid. If the brands are not changed, the contract will be written accordingly, and the successful bidder shall be required to deliver the brands/specifications stated in the solicitation.

Section 9: Recycle Requirements Prospective bidders are required to comply with Recycle Requirements for the purchase of goods, supplies, equipment, materials and printing with a minimum recycled content to the extent practicable per 200 KAR 5:330. This regulation can be viewed on the Internet at https://apps.legislature.ky.gov/law/kar/200/005/330.pdf

Section 10: Acknowledgment of Addenda It is the vendor's responsibility to check the web site for any modifications to this solicitation. Electronic Bid submittal is the vendor’s agreement to be bound by the terms of all addenda issued.

https://apps.legislature.ky.gov/law/kar/200/005/330.pdf

Section 11: Agencies to be Served This contract shall be for use by the following agency of the Commonwealth of Kentucky:

The Department of Parks

Section 12: Solicitation Submission Requirements Paper Bids are NOT acceptable for this RFB and shall be considered non-responsive.

All electronic documents submitted in response to this RFB shall be submitted in Microsoft Word, Microsoft Excel or PDF format ONLY.

Section 13: Method of Award Best Value – Ranking Approach The Commonwealth intends to award a contract to the vendor, whose offer, conforming to the solicitation, is the most advantageous on the basis of "best value" for all products, services, and requirements contained herein.

An evaluation committee, or a designated individual, will evaluate the information provided by the vendor in response to the established measurable criteria contained in the solicitation.

Measurable Criteria:

Price 90 Points Warranty 10 Points

TOTAL POINTS 100 Points

Each vendor is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each vendor the maximum score based on the available data submitted by the Vendor. VENDOR SHALL ENTER TOTAL PRICE FOR EACH LOCATION ON THE BID FORM (Attachment B – Bid Form). VENDOR SHALL ENTER UNIT PRICE AND TOTAL PRICE ON THE FURNITURE COST BREAKDOWN (Attachment C – Furniture Cost Breakdown).

A bidder shall submit one (1) response to a solicitation and shall not propose more than one (1) model/brand for each item listed in the solicitation, except for requested tier pricing. Multiple or alternate bids offering more than one (1) bid price in total or by line item shall be rejected.

Vendors responding with the minimum Best Value requirements in this solicitation shall not be credited with Best Value points. Vendors responding with greater than the minimum requirements shall receive Best Value points. Failure to provide adequate information will impact the evaluated points awarded to the vendor.

A. PRICE (90 points)

The bidder with the lowest Price receives the maximum score. The bidder with the next lowest Price receives points by dividing the lowest Price by the next lowest price and multiplying that percentage by the available points. For example, 90 points is allocated to the lowest Price criteria for this procurement, bidder “A” bids $3.00 as the lowest bidder and receives the maximum 90 points ($3.00 / $3.00 =

1.00 x 90 = 90). Assume bidder “B” is the next lowest bidder at $4.00, then “B” receives 67.50 points ($3.00 / $4.00) = .75 x 90 = 67.50).

B. WARRANTY (10 points)

The bidder with the longest warranty period will receive the maximum points. The bidder with the next longest warranty receives points by dividing the next longest warranty by the longest warranty and multiplying that percentage by the available points. For example, 10 points is allocated to the longest warranty for this procurement, bidder “A” bids 24 months as the bidder with the longest warranty and receives the maximum of 10 points (24 / 24 = 1.00 x 10 = 10). Assume bidder “B” is the bidder with the next longest warranty at 12 months, then “B” receives 5 points (12 / 24) = .5 x 10 = 5).

The bidder shall provide a warranty (see terms for each item) on all products at no additional cost to the Commonwealth. A copy of such warranty shall be furnished to the agency upon delivery of the equipment or product. The successful bidder will not be liable under the above warranty for any defects or damages resulting from unforeseeable causes beyond the control and without the fault or negligence of the bidder, such as misuse or neglect by the State, acts of God, fires, floods and hurricanes.

Vendor should enter best warranty period: _____ months on the Bid Sheet

Best Value scoring is subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries

(KAR 200 5:410).

KRS 45A.490 Definitions for KRS 45A.490 to 45A.494.

As used in KRS 45A.490 to 45A.494:

(1) "Contract" means any agreement of a public agency, including grants and orders, for the purchase or disposal of supplies, services, construction, or any other item; and

(2) "Public agency" has the same meaning as in KRS 61.805.

KRS 45A.492 Legislative declarations.

The General Assembly declares:

(1) A public purpose of the Commonwealth is served by providing preference to Kentucky residents in contracts by public agencies; and

(2) Providing preference to Kentucky residents equalizes the competition with other states that provide preference to their residents.

KRS 45A.494 Reciprocal preference to be given by public agencies to resident bidders -- List of states -- Administrative regulations.

(1) Prior to a contract being awarded to the lowest responsible and responsive bidder on a contract by a public agency, a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state. The preference shall be equal to the preference given or required by the state of the nonresident bidder.

(2) A resident bidder is an individual, partnership, association, corporation, or other business entity that, on the date the contract is first advertised or announced as available for bidding:

(a) Is authorized to transact business in the Commonwealth; and

(b) Has for one (1) year prior to and through the date of the advertisement, filed Kentucky corporate income taxes, made payments to the Kentucky unemployment insurance fund established in KRS 341.490, and maintained a Kentucky workers' compensation policy in effect.

(3) A nonresident bidder is an individual, partnership, association, corporation, or other business entity that does not meet the requirements of subsection (2) of this section.

(4) If a procurement determination results in a tie between a resident bidder and a nonresident bidder, preference shall be given to the resident bidder.

(5) This section shall apply to all contracts funded or controlled in whole or in part by a public agency.

(6) The Finance and Administration Cabinet shall maintain a list of states that give to or require a preference for their own resident bidders, including details of the preference given to such bidders, to be used by public agencies in determining resident bidder preferences. The cabinet shall also promulgate administrative regulations in accordance with KRS Chapter 13A establishing the procedure by which the preferences required by this section shall be given.

(7) The preference for resident bidders shall not be given if the preference conflicts with federal law.

(8) Any public agency soliciting or advertising for bids for contracts shall make KRS 45A.490 to 45A.494 part of the solicitation or advertisement for bids.

The reciprocal preference as described in KRS 45A.490-494 above shall be applied in accordance with 200

KAR 5:400.

Determining the residency of a bidder for purposes of applying a reciprocal preference Any individual, partnership, association, corporation, or other business entity claiming resident bidder status shall submit along with its response the attached Required Annual Affidavit for Bidders, Offerors, and Contractors Claiming Resident Bidder Status, unless a valid, Annual Affidavit is already on file with the Commonwealth. The BIDDING AGENCY reserves the right to request documentation supporting a bidder’s claim of resident bidder status. Failure to provide such documentation upon request shall result in disqualification of the bidder or contract termination.

A nonresident bidder shall submit, along with its response, its certificate of authority to transact business in the Commonwealth as filed with the Commonwealth of Kentucky, Secretary of State. The location of the principal office identified therein shall be deemed the state of residency for that bidder. If the bidder is not required by law to obtain said certificate, the state of residency for that bidder shall be deemed to be that which is identified in its mailing address as provided in its bid.

Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries

(KAR 200 5:410).

Pursuant to 200 KAR 5:410, and KRS 45A.470, Kentucky Correctional Industries will receive a preference equal to twenty (20) percent of the maximum points awarded to a bidder in a solicitation. In addition, the following “qualified bidders” will receive a preference equal to fifteen (15) percent of the maximum points awarded to a bidder in a solicitation: Kentucky Industries for the Blind, any nonprofit corporation that furthers the purposes of KRS Chapter 163 and any qualified nonprofit agencies for individuals with severe disabilities as defined in KRS 45A.465(3). Other than Kentucky Industries for the Blind, a bidder claiming “qualified bidder” status shall submit along with its response to the solicitation a notarized annual affidavit, which affirms that it meets the requirements to be considered a qualified bidder- annual affidavit form included. The annual affidavit form is not required if a valid, annual affidavit is already on file with the Commonwealth. If requested, failure to provide documentation to a public agency proving qualified bidder status may result in disqualification of the bidder or contract termination.

Past Vendor Performance may be considered in the award of this Contract. Vendors with a record of poor performance in the last 12 months may be found non-responsible and ineligible for award.

Section 14: Tax Exempt Status Do not include Federal Excise Tax, Kentucky Sales or Use Tax in prices quoted in response to this solicitation.

Section 15: Vendor Terms and Conditions Solicitation or quotation forms that include terms and conditions not in conformity with the terms and conditions of this solicitation or the Statutes of the Commonwealth of Kentucky may be deemed non-responsive.

The Commonwealth of Kentucky shall not be bound by any part(s) of the bidder’s response to this solicitation that contains information, options, conditions, terms, or prices neither requested nor required in the solicitation. In the event of any conflicts between the specifications, terms and conditions indicated by the Commonwealth and those indicated by the contractor, those of the Commonwealth take precedence. The contract supersedes all bids or other prior agreements, oral or written, and all other communications between the parties relating to this subject.

Section 16: Post Contract Agreements The resulting contract shall constitute the entire agreement between the State and awarded contractor. Unless contractually provided, State agencies utilizing this contract will not be required to enter into nor sign further agreements, leases, company orders or other documents to complete or initiate the terms of a contract resulting from this solicitation or offer. Any such documents so obtained will be non-binding on the State and agents of the State and will be cause for breach of contract.

Section 17: Furnishings Unless otherwise indicated in the bid, it is understood and agreed that any item offered or shipped on this bid shall be new and the latest or current year model and be in first class condition. Any unit failing to meet the foregoing requirements shall be returned to the contractor, at their expense, and replaced with a new unit.

Section 18: Manuals and Distribution of Literature Instruction and operating manuals shall be furnished for all equipment installed. Upon request, the vendor shall furnish State agencies and other public bodies with descriptive literature and service information for items awarded.

Section 19: Shipping FOB Basis of Shipment – Vendor Responsible Quotations of unit prices on this solicitation shall be F.O.B. Destination Freight Prepaid and Allowed. The vendor shall be fully responsible for all shipments and freight charges involved to the ordering agency.

Section 20: Cancellation Clause – 30 Days Notice The Commonwealth may cancel the contract established from this solicitation by giving written notice thirty (30) days prior to effective cancellation date. In the event such action is taken, the contract shall be null and void upon receipt of a Modification from the Division of Engineering and Contract Administration canceling the contract.

Section 21: Service Performance All services performed under this contract, if applicable, shall be in accordance with the terms and provisions of the contract. It will be the agency’s responsibility to ensure that such services rendered are performed and are acceptable.

The relationship between the State and the Contractor is that of client and independent contractor. No agent, employee, or servant of the contractor or any of its subcontractors shall be or shall be deemed to be an employee, agent, or servant of the State for any reason. The contractor will be solely and entirely responsible for its acts and the acts of its agents, employees, servants and subcontractors during the performance of this contract.

Major deviations of services performed will not be made without the written approval of the Division of Engineering and Contract Administration. Problems that arise under any aspect of performance should first be resolved between the vendor and the agency.

Either party should refer in writing any such problems and/or disagreements that cannot be resolved to the Division of Engineering and Contract Administration for settlement.

Section 22: Addition or Deletion of Items or Services The Division of Engineering and Contract Administration reserves the right to add new and similar items, with the consent of the vendor, to any contract awarded from this solicitation. The Division of Engineering and Contract Administration to effect this change will issue a contract Modification.

Section 23: Agreement between Parties By submitting a bid, the bidder acknowledges and agrees to be bound by the terms and conditions of the solicitation.

The bidder agrees that a resulting contract is the complete and exclusive statement of the agreement between the parties, which supersedes all prior agreements, oral or written, and all other communications between the parties relating to the subject matter of this solicitation. It is further agreed between the parties, that any valid modification of contractual agreement must be formalized by issuance of a Contract Modification from the Division of Engineering and Contract Administration.

Purchase or Sales Agreements, supplied by the bidder making an offer, in reply to the solicitation, will not be accepted. The only terms and conditions acceptable to the Commonwealth of Kentucky are as outlined in the solicitation. Bids not conforming will be considered as non-responsive.

Section 24: Governmental Restrictions In the event any Governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship, or performance of the items offered on this proposal prior to delivery, it shall be the responsibility of the successful bidder to notify the Division of Engineering and Contract Administration in writing, indicating the specific regulation which requires such alterations. The Commonwealth reserves the right to accept any such alterations, including any subsequent price adjustments, or to cancel the contract.

Section 25: Payments The Commonwealth will make payment within thirty (30) working days of receipt of contractor's invoice or of acceptance of goods and/or services in accordance with KRS

45.453 and KRS 45.454.

Payments are predicated upon successful completion and acceptance of the described work, services, supplies, or commodities, and delivery of the required documentation.

Invoices for payment shall be submitted to the agency contact person or its representative.

Section 26: Inspection All supplies, equipment and services shall be subject to inspection or tests by the Commonwealth prior to acceptance. In the event supplies, equipment or services are defective in material or workmanship or otherwise not in conformity with specified requirements, the Commonwealth shall have the right to reject the items or services or require acceptable correction at the Vendor’s expense.

Section 27: Inquiries All questions shall be submitted in writing by 3:00 PM, ET on February 7, 2026 to the Commonwealth buyer listed below. No questions shall be accepted after the date(s) listed unless the question(s) is considered material to the procurement. The Commonwealth shall respond to salient questions in writing by issuing an addendum to the solicitation. The addendum shall be posted to the Kentucky Vendor Self Service site.

(SUBMIT QUESTIONS ON ATTACHMENT E – VENDORS’ QUESTION FORM)

Sole Point of Contact – Commonwealth Buyer The Commonwealth Buyer listed below shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular, express, or electronic mail), concerning this procurement shall be addressed to:

Commonwealth Buyer Kristi Sharp, Statewide Procurement Manager

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Division of Engineering and Contract Administration Bush Building, 403 Wapping Street

Frankfort, KY 40601

(502) 330-9858

Kristi.sharp@ky.gov

Restrictions on Communications From the issue date of this solicitation until a contractor(s) is selected and the selection is announced, offerors are not allowed to communicate with any Commonwealth Staff concerning this solicitation except:

• The Commonwealth Buyer cited in this solicitation mailto:Kristi.sharp@ky.gov

• Commonwealth representatives during the Vendors’ Conference; or

• Via written questions submitted to the Commonwealth Buyer

Potential bidders should clearly understand that any verbal representatives made or assumed to be made during any oral discussions held between representatives of potential bidders and any state employee or official are not binding on the Commonwealth of Kentucky.

For violation of this provision, the Commonwealth shall reserve the right to disqualify the bid/proposal.

Section 28: Subcontracts The contractor is permitted to make subcontract(s) with any other party for furnishing any of the work or services herein. The contractor shall be solely responsible for performance of the entire contract whether or not subcontractors are used. The Commonwealth shall not be involved in the relationship between the prime contractor and the subcontractor. Any issues that arise as a result of this relationship shall be resolved by the prime contractor.

All references to the contractor shall be construed to encompass both the contractor and any subcontractors of the contractor.

Section 29: Federal Tax Exempt Purchases by the Commonwealth of Kentucky Contracts Direct with Manufacturer: In the event a manufacturer bids direct and is awarded a contract, the Division of Engineering and Contract Administration shall request the contractor to furnish evidence of registration with the U.S. Internal Revenue Service. This registration shall be in accordance with the “Temporary Rules, 1958 Excise Tax Act”. After such registration, individual Excise Tax Exemption Certificates are not necessary on each individual order issued against the contract by the Division of Engineering and Contract Administration. Therefore, quoted prices must be exclusive of Federal Excise Taxes.

Contract With Other Than Manufacturer: If successful bidder is other than the manufacturer, the Division of Engineering and Contract Administration will furnish a Tax Exemption Certificate with each individual order issued against this contract. Therefore, quoted prices must be exclusive of Federal Excise Taxes.

Section 30: Governing Law This contract shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky. Any action brought against the Commonwealth on the contract, including but not limited to actions either for breach of contract or for enforcement of the contract, shall be brought in Franklin Circuit Court, Franklin County, Kentucky in accordance with KRS 45A.245.

Section 31: Protest Pursuant to KRS 45A.285, the Secretary of the Finance and Administration Cabinet, or his designee, shall have authority to determine protests and other controversies of actual or prospective offerors in connection with the solicitations or selection for award of a contract.

Any actual or prospective offeror or contractor, who is aggrieved in connection with solicitation or selection for award of a contract, may file protest with the Secretary of the Finance and Administration Cabinet. A protest or notice of other controversy must be filed promptly and in any event within two (2) calendar weeks after such aggrieved person knows or should have known of the facts giving rise thereto. All protests or notices of other controversies must be in writing and shall be addressed and mailed to:

HOLLY M. JOHNSON, SECRETARY

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

200 MERO STREET, 5TH FLOOR

FRANKFORT KY 40622

The Secretary of Finance and Administration Cabinet shall promptly issue a decision in writing. A copy of that decision shall be mailed or otherwise furnished to the aggrieved party and shall state the reasons for the action taken.

The decision by the Secretary of the Finance and Administration Cabinet shall be final and conclusive.

Section 32: Kentucky Tax Registration Application Revenue Form 10A100, Kentucky Tax Registration Application effective July 2008, is a form to be completed by any person or entity wishing to contract with the Commonwealth to provide goods or services subject to sales and use tax pursuant to

KRS 139.200.

https://revenue.ky.gov/Forms/10A100(P)(4-25)_FINAL_locked%20Fill-in.pdf

In accordance with administrative regulation 200 KAR 5:390, this form has to be completed and submitted, before a contract can be awarded. Section 2 of the regulation also notes: “Failure to submit the required documentation or to remain registered and in compliance with the sales and use tax filing and remittance requirements of KRS 139.540 and KRS 139.550 throughout the duration of the contract shall constitute a material breach of the contract and the contract may be terminated.”

Section 33: Access to Records The state agency certifies that it is in compliance with the provisions of KRS 45A.150, "Access to contractor's books, documents, papers, records, or other evidence directly pertinent to the contract." The Contractor, as defined in KRS 45A.030, agrees that the contracting agency, the Finance and Administration Cabinet, the Auditor of Public Accounts, and the Legislative Research Commission, or their duly authorized representatives, shall have access to any books, documents, papers, records, or other evidence, which are directly pertinent to this agreement for the purpose of financial audit or program review. The Contractor also recognizes that any books, documents, papers, records, or other evidence, received during a financial audit or program review shall be subject to the Kentucky Open Records Act, KRS 61.870 to 61.884. Records and other prequalification information confidentially disclosed as part of the bid process shall not be https://revenue.ky.gov/Forms/10A100(P)(4-25)_FINAL_locked%20Fill-in.pdf deemed as directly pertinent to the agreement and shall be exempt from disclosure as provided in KRS 61.878(1)(c).

Section 34: Registration with the Secretary of State by a Foreign Entity Pursuant to KRS 45A.480(1)(b), an agency, department, office, or political subdivision of the Commonwealth of Kentucky shall not award a state contract to a person that is a foreign entity required by KRS 14A.9-010:

to obtain a certificate of authority to transact business in the Commonwealth (“certificate”) from the Secretary of State under KRS 14A.9-030:

https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=40424 therefore, foreign entities should submit a copy of their certificate with their solicitation response. If the foreign entity is not required to obtain a certificate as provided in KRS 14A.9-010:

https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=44318, the foreign entity should identify the applicable exception in its solicitation response. Foreign entity is defined within KRS 14A.1-070:

https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=50474

Businesses can register with the Secretary of State at:

https://www.sos.ky.gov/bus/business-filings/Pages/default.aspx

Section 35: Accessibility Vendor hereby warrants that the products or services to be provided under this contract comply with the accessibility requirements of section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C.