Attachment A RFB 758 2600000339 Voice Maintenance and Support.pdf

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.

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An offer may be modified or withdrawn by electronic or written notice ONLY if received prior to the bid closing date and time.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 IF

APPLICABLE (see Section 36)

_____CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF

STATE BY A FOREIGN ENTITY IF APPLICABLE (see Section 38)

_____REQUIRED AFFIDAVIT(S)

https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%2 0Offerors%20and%20Contractors.pdf https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf

ATTACHMENT A

Commonwealth of Kentucky Request for Bid (RFB)

For

VOICE MAINTENANCE AND SUPPORT

RFB 758 2600000339

Issued by The Finance and Administration Cabinet

On Behalf Of

THE COMMONWEALTH OFFICE OF TECHNOLOGY (COT)

Release Date: January 16, 2026

Vendors’ Written Questions Due: January 22, 2026, at 8:00 AM ET Commonwealth’s Response to Written Questions: January 26, 2026

CLOSING DATE AND TIME: February 3, 2026, at 1:30PM ET

Commonwealth Buyer:

Dianne Lee CPPB KCPM

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 MERO STREET, 5TH FLOOR

FRANKFORT KY 40622

(502) 782-0799

Dianne.Lee@ky.gov mailto:stephanier.williams@mail.state.ky.us

BID READINGS

Any person wishing to hear a bid reading may call the OPS conference line at

844-603-5060, Conference ID number 240522005, and Participant Code 33957, 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 as Group All. Vendors shall bid all line items, otherwise bid shall be deemed non-responsive.

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

Master Agreement

Section 1 Scope of Contract The Office of Procurement Services issues this solicitation to establish a Master Agreement for: Voice Maintenance and Support for Legacy Systems.

The purpose of this RFB is to award a statewide Contract for maintenance of legacy systems located throughout the Commonwealth in a manner that will avoid prolonged response times to our customers without requiring extended travel times or other hardship on service providers. The Commonwealth encourages prospective service providers to establish partnerships with other service providers to extend local, regional and statewide opportunities. The Contract shall include legacy systems referenced in this RFB. No additional fees or upcharges shall be allowed.

Section 2 Bid Specifications (Requirements that include the words “Shall”, “Will”, “Must” indicate a mandatory requirement)

A. Present Environment

Most of the Commonwealth’s legacy telephony systems have moved to modern technologies under the COT enterprise, however there are a few legacy systems in the Commonwealth that may require maintenance and support. These legacy system brands include, but are not limited to:

• Comdial

• Avaya/Nortel

• Tadiran

• Lucent

• NEC

B. Vendor Cooperation The vendor shall cooperate and work with:

1. Other third-party hardware, software and service providers under contract with the

Commonwealth.

2. COT staff, security staff, systems administrators, service desk staff, application development resources and related organizations.

C. Service Delivery Procedures and Response Times The model for maintenance procedures and response times, as described in the Service Level Response Guidelines table in Section 2(D), have been selected by the Commonwealth as the minimum standard requirements for telecommunications platforms.

1. The primary period of maintenance (PPM) falls between the hours of 8:00 a.m.

and 5:00 p.m. local time, Monday through Friday. Extended coverage (24 x 7) shall be available, if needed. State observed holidays are excluded from PPM coverage, unless otherwise stated.

2. The vendor shall provide on-site maintenance for contracted equipment.

3. Acceptable downtime varies based on the equipment and its critical nature to the operation of the Commonwealth’s telecommunications as a whole.

4. Response time levels shall be identified by the Commonwealth when call is initiated.

5. Any permanent replacement parts or equipment shall be made with equal to or better than Original Equipment Manufacturer (OEM) components while adhering to Commonwealth Standards. The vendor may use non-OEM parts, due to the age of the systems, to restore services only with prior approval from COT. The vendor should utilize the replacement parts that COT has in inventory whenever possible.

The vendor shall contact a COT designee to determine if a part is available.

6. Any vendor supplied replacement parts shall be warranted for a minimum of ninety

(90) days. The vendor may offer a warranty period greater than ninety (90) days in thirty (30) day increments.

7. Agencies reserve the right to reject any unacceptable replacement part or component.

8. The vendor shall be able to perform maintenance according to all service delivery and repair completion time requirements.

D. Service Level Response Guidelines The vendor and any subcontractors shall respond in accordance with the guidelines set forth in the Service Level Response Guidelines table below upon receipt of a request. If the vendor is non-responsive, the agency, through the Commonwealth Service Desk, will contact COT Telecommunications for escalation in accordance with the Service Level Response times below.

Service Level

Definition and Illustration of Typical use

Technician

Initial Contact/

Technician Onsite

Vendor Escalation Example

Trouble, Moves, adds, changes (MAC), and onsite programming calls requiring two (2) hour onsite response time. Destruction of a key facility or component; Possible life-threatening situation;

Widespread outages affecting significant numbers of staff.

15 Minutes 2 Hours Vendor shall provide upon award of contract

Kentucky State Police (KSP) Communications services are inoperable.

Trouble, MAC, and onsite programming calls requiring four (4) hour onsite response time. Voice Communication system is completely down.

1 Hour 4 Hours Vendor shall provide upon award of contract

Agency cannot do business in any manner.

System is down completely.

Trouble, MAC, and onsite programming calls requiring eight (8) business hour onsite response time.

1 Hour 8 Business Hours

Vendor shall provide upon award of contract

Dead phone set or Central Office Line (CO) line.

Trouble, MAC, and onsite programming calls requiring sixteen (16) business hour onsite response time.

1 Hour 16 Business Hours

Vendor shall provide upon award of contract

Add set, change name, change ringing, etc.

1. The vendor shall be available for service 24x7, except for scheduled maintenance.

When necessary, COT will assist with restorative services with the Telephone Companies.

2. The vendor shall provide 24x7 availability to accept and escalate issues pertaining to voice communication systems for key facilities (i.e. KY State Police, prisons, or other 24-hour facilities).

3. In the event of a natural disaster or catastrophic outage, COT reserves the right to address these outages in an enterprise-wide, mission critical approach (i.e. Ky.

State Police, E911 Center, Correctional Facilities, etc.). These facilities are deemed mission critical to the Commonwealth.

E. Incident Management and Escalation Procedure

1. Executive Branch agencies shall contact the COT Commonwealth Service Desk to report all incidents or move/add/change requests. The Commonwealth Service Desk will record, solve, and/or escalate all incidents and changes reported by authorized individuals. COT maintains a single phone number for the Commonwealth Service Desk, for all users of this service to call to obtain incident management support.

2. The vendor shall only be engaged by COT for services provided to the Executive Branch. COT will provide the vendor with the agency Telecom contact for agency related communications. The vendor shall use COT’s ServiceNow Platform Solution. The vendor shall assign tasks, record notes and resolutions, as well as close tickets within this system.

3. COT shall provide the software and licenses for the vendor to install when necessary and will work with the vendor to establish a VPN connection using the Internet as the transport mechanism. The Commonwealth will either provide an IPSec VPN account, SSL VPN account, or work with the vendor to create an IPSec Branch Office Tunnel (preferred method). In the event COT cannot create an IPSec VPN Branch Office Tunnel between our Enterprise VPN concentrator (currently an Avaya Secure Router) and the vendor’s VPN concentrator/firewall, COT will provide the vendor with an Avaya Secure Router to serve as a VPN termination point. Initial calls made to the vendor will follow incident management and escalation procedures provided by the vendor. A copy of the vendor’s incident management and escalation procedures shall be provided to the Commonwealth upon award of contract.

4. The vendor shall troubleshoot all ancillary infrastructure aspects that they are capable of repairing. Ancillary infrastructure components include, but are not limited to, voice switch, cabling, wall jacks, punch down panels, etc. The vendor shall contact COT to inform them of their findings and seek authorization to repair.

The report should include a brief description of the additional work and estimated number of hours (not to exceed).

F. Incident and Change Services

COT has adopted the ITIL Framework for its service delivery model. Upon receiving notification of an incident or change, the vendor shall perform the following activities including, but not limited to:

1. Perform a backup on all switches that have backup capability when software changes are made.

2. Coordinate all activities with the agency identified technical contact that has full authority to approve changes and outages.

3. Be given access to the agency’s building where the voice communications equipment is located as required to fulfill agency service requests.

4. Schedule planned outages through the designated agency contact and/or COT. It is the responsibility of the agency communications technical contact to provide internal agency notification for all scheduled and unscheduled outages.

5. When service response and resolution are not delivered as required by the Contract, the Commonwealth reserves the right to make the purchase on the open market, with any cost in excess of the contract price paid by the vendor. Failure of the vendor to meet contract delivery dates may also be cause for cancellation, removal from eligibility for future contracts, or both.

6. Be given access, upon request, of COT configuration data, when available.

7. Submit completed work orders along with invoices to COT no later than the fifteenth (15th) day of the following month.

• The work order shall minimally include the Agency Name, the address where the work was performed, the contact person at the site, COT’s ServiceNow Platform ticket number, vendor work order number, billing number located on the COT’s ServiceNow Platform ticket, hours worked, total charges, work performed, technician(s) who performed the work, date work was performed.

• The invoice shall minimally include the Agency Name, the address where the work was performed, the contact person at the site, COT’s ServiceNow Platform ticket number, vendor work order number, billing number located on the COT’s ServiceNow Platform ticket, Master Agreement number, hours worked, total charges, work performed, technician(s) who performed the work, date work was performed. The vendor agrees that when an incident response is not made within the contracted timeframes, one percent (1%) per day will be deducted from the vendor’s invoice for each day the vendor fails to meet the contracted timeframe.

8. When permanent replacement is required, the vendor shall provide, as a note/journal entry on the ServiceNow ticket received, the maintenance information adequate to update each agency’s inventory, I.E. state tag number and serial number of equipment.

9. Provide, at no additional cost to the Commonwealth, end-user training, as requested by the agency, when equipment is added or upgraded.

10. Provide a plan for service centers, upon award of this Contract. The plan should minimally include the following information:

• Permanent location from which service is dispatched. Shall include a toll-free number to be called for service dispatch.

• Number of maintenance personnel and level of experience at each location

• Description of the procedure to submit, track, and close incident tickets.

In all instances, cabling should follow KITS, state enterprise cabling standards for materials (EAS Code 3100) and installation (EAS Code 3110).

https://technology.ky.gov/about-the-agency/Pages/kits.aspx

• Wire, cable, and hardware shall be provided to interconnect the system, connect the system to the Commonwealth provided duplex power receptacle, https://technology.ky.gov/about-the-agency/Pages/kits.aspx and to connect the system to the telephone company demarcation point or the Commonwealth’s station line interface point. Hardware shall include Type 66 and Type 110 connecting blocks (or equivalent), station instrument modular wall-jack assemblies, mating plugs for the RF type jacks specified by the telephone company for interconnecting at the demarcation point, and mating ribbon type plugs for interconnection to the Commonwealth’s station line interface point fifty (50) pin size RJ21X miniature ribbon jack.

• Wiring and cabling shall be installed in a neat and professional manner and shall be in accordance with the National Electrical Code and Commonwealth Enterprise Standards. The vendor shall be responsible for meeting all applicable electrical, building, or fire codes in routing and choice of cable.

Cable routing shall be identified by a provided wiring diagram and/or blueprints and ‘As Builts’. Schematic diagrams or cable running list can be submitted in addition to the ‘As Builts’. One copy shall be provided to the COT Telecommunications Branch. All fishable walls will be fished during the installation of station wiring. Where a wall cannot be fished, the vendor shall conceal all station wiring by encasing in molding that matches the existing environment or by other means approved by the Purchasing agency.

11. Minor cabling is defined as five (5) or fewer lines, anything beyond shall be approved by COT Telecommunications Manager. This may include the replacement of defective wiring, broken wires, lightning protection replacement, minor outside plant troubleshooting and repair.

Note that Kentucky has two (2) time zones: The Eastern and Central portions of the state are in the Eastern Time zone and the Western portion of the state is in the Central Time zone. Service Calls placed to the vendor shall be answered in a timely manner. The call answering process shall be considered complete when a human voice is reached.

Please note that the definition of repair completion includes the vendor notification to the designated agency contact person of incident call closure, complete with device replacement if necessary. Some calls may come from a centralized location; in these cases vendor notification includes the designated agency contact of the originating agency and the onsite agency contact. Upon completion of work, the technical contact must be notified the work is completed and agree/sign the work order.

If the equipment cannot be repaired at the time of the on-site visit and the equipment must be taken from the premises to be repaired a loaner piece of equipment must be provided. If the loaner equipment is not immediately available at the time of the onsite visit it must be provided within the business day. The loaner must be equal to or better than the current equipment being serviced. The vendor shall be operationally responsible for loaner equipment. Loaner equipment may be provided for up to two (2) weeks; afterwards, a replacement of equal to or better technology must be installed at no charge to the agency.

When repairs exceed the economic value of the equipment or are greater than $500 the vendor shall contact COT and the purchasing agency for processing and obtaining appropriate approvals.

Upon award the Contract, the vendor shall provide a copy of the vendor’s request escalation, complaint resolution and identify the staff available to resolve service complaints, billing problems, etc. The vendor shall provide updated information annually at a minimum.

G. Staffing Requirements The Commonwealth acknowledges that certifications for these legacy systems may no longer be valid, therefore the vendor shall provide certified and/or experienced technicians that are capable of providing the required services for each of the following manufacturers:

• Comdial

• Avaya/Nortel

• Lucent

• Norstar

• Tadiran

The vendor shall accept requests and complete work on all equipment types utilized by the Commonwealth for the brands listed. Proof of certified and/or experienced technicians that are capable of providing the required services shall be provided upon award of contract. At COT’s request, the vendor shall produce historical evidence (past certifications, enterprise support, global services covering customers equal or greater than 20k users in complex telephony environments). The vendor shall provide an update to this documentation annually, at a minimum, to the COT Contracting Officer, stephanier.williams@ky.gov.

Due to security concerns some agencies require that any technicians being dispatched to the location shall have successfully cleared an AOC FastCheck criminal background check. There are other agencies that may require additional background checks that the state agencies will process. Therefore, vendor shall perform background checks as a part of their professional screenings conducted during their hiring process, throughout the life of the Contract. The vendor shall provide a description of the professional screenings used in hiring procedures during their hiring process, upon request by COT or an agency. COT reserves the right to randomly and without notice, audit the vendor against any applicable policies throughout the life of the contract.

H. Vendor Reporting Requirements The vendor shall provide monthly reports of contract usage. The reports shall include all Commonwealth usage including political subdivisions and university purchases.

Reports shall be submitted electronically no later than the fifteenth (15th) day of the following month. Reports shall be provided electronically to the COT Contracting Officer, stephanier.williams@ky.gov . Reports shall be provided in an Excel format. A consistent reporting mechanism is required and should include, but not limited to:

1. Summary report of purchases by Cabinet and Department (item description, item number, subtotals, and totals), including the delivery order history indicating the receipt date of the purchase order, and the delivery date of goods.

mailto:stephanier.williams@ky.gov https://kycourts.gov/aoc/criminalrecordreports/Pages/default.aspx mailto:stephanier.williams@ky.gov

2. Repairs necessitated by intentional repeated negligence or abuse on the part of the user require vendor notification to the COT Telecommunications Manager.

Section 2A Commonwealth Office of Technology (COT) requirements

1. Commonwealth Information Technology Policies and Standards A. The vendor and any subcontractors shall be required to adhere to applicable

Commonwealth policies and standards.

B. The Commonwealth posts changes to COT Standards and Policies on its Commonwealth Office of Technology - Home - Commonwealth Office of Technology (Kentucky) website. Vendors and subcontractors shall ensure their solution(s) shall work in concert with all posted changes. Vendors or subcontractors that cannot comply with changes must, within thirty (30) days of the posted change, request written relief with the justification for such relief.

The Commonwealth may: 1) deny the request, 2) approve an exception to the policy/standard, or 3) consider scope changes to the contract to accommodate required changes. Vendors or subcontractors that do not provide the response within the thirty (30) day period shall be required to comply within ninety (90) days of the change.

2. Compliance with Kentucky Information Technology Standards (KITS)

The Kentucky Information Technology Standards (KITS) reflect a set of principles for information, technology, applications, and organization. These standards provide guidelines, policies, directional statements and sets of standards for information technology. It defines, for the Commonwealth, functional and information needs so that technology choices can be made based on business objectives and service delivery. The vendor shall stay knowledgeable and shall provide a solution that works in concert with these standards for all related work resulting from this RFB.

3. License Agreements

Any proposed software agreements, i.e. license agreement, subscription agreement, end-user license agreement, etc. shall include the following, or similar, language:

“All terms in this agreement/EULA shall be read as applicable only to the extent permitted by Kentucky law and no term in violation of the Kentucky law, inclusive of Kentucky Procurement Law, shall be given effect.”

Any third-party software licenses and cloud resources necessary for the proposed solution may be procured via the Commonwealth’s existing contracts.

Section 3 Purpose The purpose of this solicitation is to request vendor responses in order to provide these https://technology.ky.gov/Pages/index.aspx https://technology.ky.gov/Pages/index.aspx items under contract to agencies as needed.

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 State agencies. The Commonwealth reserves the right to consider bids non-responsive if they do not comply with the specifications contained herein.

Section 5 Initial Contract Period The contract established from this solicitation shall be for the initial period of one (1) year from the date of award.

Section 6 Renewal Clause – Optional Renewal Period This contract may be extended at the completion of the initial contract period for five (5) additional one (1) year periods. This extension must have the written approval by all parties. If the contract resulting from this solicitation provides for an optional renewal period, the Commonwealth of Kentucky reserves the right to renegotiate any terms and/or conditions as may be necessary to meet requirements for the extended period.

The vendor will be advised of any proposed revisions prior to the renewal periods. In the event proposed revisions cannot be agreed upon, either party shall have the right to withdraw without prejudice from either exercising the option or continuing the contract in an extended period.

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.

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

Commonwealth Office of Technology (COT) on behalf of

All Executive Branch Agencies

Political Subdivisions Under Kentucky Statutes, political subdivisions of this State including cities of all classes, counties, and school districts may participate in All State Agency Master Agreements to the same extent as agencies of the Commonwealth.

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 https://apps.legislature.ky.gov/law/kar/200/005/330.pdf provided by the vendor in response to the established measurable criteria contained in the solicitation.

Measurable Criteria Fully Loaded, Not-to-Exceed, Hourly Labor Rate 55 Points Truck Roll Fee 25 Points Parts and Labor Warranty 20 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.

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. Fully Loaded, Not-to-Exceed, Hourly Labor Rate (55 points)

The bidders shall provide fully loaded not to exceed hourly rates (to include travel).

The bidder with the lowest Hourly Labor Rate receives the maximum score. The bidder with the next lowest Hourly Labor Rate receives points by dividing the lowest Hourly Labor Rate by the next lowest Hourly Labor Rate and multiplying that percentage by the available points. For example, 55 points is allocated to the lowest hourly rate criteria for this procurement, Bidder “A” bids $100 per hour as the lowest bidder and receives the maximum 55 points (100 / 100 = 1.00 x 55 = 55.00). Assume Bidder “B” is the next lowest bidder at $200 per hour, then “B” receives 27.50 points (100 / 200 = .5 x 55 = 27.50).

B. Truck Roll Fee (25 points) A truck roll fee may be charged for any non-warranty service work performed outside of the Frankfort metropolitan area. Only one (1) truck roll per incident will be allowed.

An incident is defined as a single call for service. In an instance where the awarded vendor is unable to complete their work due to another vendor, the awarded vendor must contact the COT vendor coordination contact before leaving the customers location. If released by COT and a return visit is required a second truck roll charge may be charged.

The bidder with the lowest Truck Roll Fee receives the maximum score. The bidder with the next lowest Truck Roll Fee receives points by dividing the lowest Truck Roll Fee by the next lowest Truck Roll Fee and multiplying that percentage by the available points. For example, 25 points is allocated to the lowest truck roll fee criteria for this procurement, Bidder “A” bids $100 truck roll fee as the lowest bidder and receives the maximum 25 points (100 / 100 = 1.00 x 25 = 25.00). Assume Bidder “B” is the next lowest bidder at $200 per truck roll fee, then “B” receives 12.50 points (100 / 200 = .5 x 25 = 12.50).

C. Parts and Labor Warranty (20 points)

Bidder will not receive points for the required ninety (90) days. The bidder with the longest warranty period, exceeding the requirement of ninety (90) days, 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, 20 points is allocated to the highest parts and labor warranty criteria for this procurement, Bidder “A” bids 150 days as the highest parts and labor warranty and receives the maximum 20 points (150 / 150 =

1.00 x 20 = 20.00). Assume Bidder “B” is the next highest parts and labor warranty at 120 days, then “B” receives 16.60 points (120 / 150 = .8 x 20 = 16).

Warranty Periods shall be a minimum of ninety (90) days with additional periods bid in thirty (30) day increments.

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 Basis of Price Revisions PRICE ADJUSTMENTS: Unless otherwise specified, the prices established by the contract resulting from this solicitation shall remain firm for the contract period subject to the following:

A: Price Increases: A price increase shall not occur during the first twelve (12) months of the contract. A vendor may request a price increase after twelve (12) months of the contract, which may be granted or denied by the Commonwealth. Any such price increase shall be based on industry wide price changes. The contract holder must request in writing a price increase at least thirty (30) days prior to the effective date, and shall provide firm proof that the price increase(s) is justified. The Office of Procurement Services may request additional information or justification. If the price increase is denied, the contract holder may withdraw from the contract without prejudice upon written notice and approval by the Office of Procurement Services.

Provided, however, that the vendor must continue service, at the contract prices, until a new contract can be established (usually within sixty (60) days).

B: Price Decreases: The contract price shall be reduced to reflect any industry wide price decreases. The contract holder is required to furnish the Office of Procurement Services with notice of any price decreases as soon as such decreases are available.

C: Extended Contract Periods: If the contract provides for an optional renewal period, a price adjustment may be granted at the time the contract is renewed, subject to price increase justification as required in Paragraph A “Price Increases” as stated above.

Section 16 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 17 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 18 Equipment 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.

The Commonwealth recognizes the rapid advancement of technology. If the bidder can provide new equipment of advanced technology after the award of the contract, the Commonwealth and the bidder may choose by mutual agreement to install such equipment. The price of the new technology equipment cannot exceed the cost of the award contract.

Section 19 Quantity Basis of Contract – Estimated Quantities Any and all quantities mentioned in this solicitation are purely estimates, and are not to be implied nor inferred as being guarantees. The State is obligated to buy only that quantity needed by its agencies during the term of the contract. Requirements may exceed the quantities shown and the contractor will be required to furnish all requirements shown on Delivery Orders dated during the life of the contract.

Section 20 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 21 Vendor’s Report The vendor(s) may be asked to furnish the buyer, Office of Procurement Services, a report showing volume which has been sold to the Commonwealth and its using agencies each six (6) months of the contract period. The report will include political subdivisions and university purchases. This report may be the vendor’s computer printout sheet or form. This shall apply to all items, which are to become a part of this contract. This report must reference usage by brief description, product number or other format designated by the Office of Procurement Services.

Section 22 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 23 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 Office of Procurement Services canceling the contract.

Section 24 Exception to Required Use of Contract The establishment of this Master Agreement is not intended to preclude the use of similar products when requested by the agency. The Commonwealth of Kentucky reserves the right to contract for large requirements by using a separate solicitation.

Section 25 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 Office of Procurement Services. 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 Office of Procurement Services for settlement.

Section 26 Addition or Deletion of Items or Services The Office of Procurement Services reserves the right to add new and similar items, with the consent of the vendor, to any contract awarded from this solicitation. The Office of Procurement Services to effect this change will issue a contract Modification.

Until such time as the vendor receives a Modification, the vendor shall not accept Delivery Orders from any agency referencing such items or services.

Section 27 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 Office of Procurement Services.

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 28 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 Office of Procurement Services 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 29 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 30 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 31 Inquiries All questions shall be submitted in writing by January 22, 2026 at 8:00 AM ET to the Commonwealth buyer listed below.