Final_RFB_605_2100000056_2_SO_FORM.PDF

Document ID: RFB 605 2100000056 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Addenda: Yes Addenda #: 2

TITLE: Anti-Icing Storage Tanks with Fill Stations

Date Issued:

8/10/20 Record Date:

2020-08-10

Solicitation Closes Date:

8/20/20 Time:

10:00

Solicitation No:

RFB 605 2100000056

Online Bidding Prohibited: Yes

For Information Call:

Brandon Milby 502-782-3979

Bid Receiving Location:

KYTC Division of Purchases Bid Clerk 200 Mero Street 4th Floor Frankfort KY 40622

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFB 605 2100000056 Page: 2

Line Items

Commodity Group: Default Commodity Group

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 Anti-Icing Solution Fill Station 20.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

54565 Salt Brine Production Equipment

Extended Description For email submission: READ CAREFULLY!!

VENDOR MUST PRINT the RFB document, FILL IT OUT, SCAN IT, THEN EMAIL the entire bid document and any other required information in order for their emailed bid submission to be considered.

Send a complete scanned version of your bid submission to KYTC.Bids@ky.gov.

Put RFB 605 2100000056 in the Subject Line of the email.

**DO NOT COPY THE BUYER OR ANY OTHER PERSON WHEN EMAILING YOUR BID or your bid may be deemed non-responsive since confidentiality will be breached.** **KYTC.Bids@ky.gov is ONLY for the purpose of submitting a bid responses. All questions related to a solicitation or the process must be sent directly to each buyer at the email listed below.

Bidders who are bidding on more than one RFB at the same time MUST submit their bids via separate emails for each RFB.

Be sure to include the signed cover page of the solicitation, ALL pricing pages/bid sheets, delivery requirements (if applicable), any applicable signed/ notarized Affidavits, and any other required documents.

Emails with attachments can be delayed, therefore vendors are encouraged to submit in enough time to allow email delivery by 10:00am on the bid closing date.

Delays due to technological issues shall not be justification for acceptance of a late bid.

See Section 1 for specifications.

Quantities are only an estimate per year.

2 10,000 Gallon Anti-Icing Solution Storage Tank

12.00000 EA

Extended Description

Document ID: RFB 605 2100000056 Page: 3

3 6,100 Gallon Anti-Icing Solution Storage Tank 12.00000 EA

Extended Description

4 2 HP Pump 5.00000 EA

Extended Description See Section 1 for specifications

5 3 HP Pump 5.00000 EA

Extended Description

Shipping Information Various Shipping

See Extended Description

Various KY

Billing Information KYTC Division of Equipment

1234 Wilkinson Blvd

Frankfort KY 40622

Document ID: RFB 605 2100000056 Page: 4

Submission Checklist

The following items will be required to be submitted with bid:

Item The bidder with the lowest price receives the maximum points.

The bidder with the best delivery receives the maximum points.

Kentucky Transportation Cabinet

Anti Icing Storage Tanks with Fill Station

RFB 605 2100000056

Addendum #1- August 10, 2020

This Addendum is posted to respond to vendor questions and to extend the bid close date.

Question 1: “The fill station is really just a light pole, with hose hangers, on/off switch box, and a pump and motor station?”

Answer 1: Yes, that is correct, these must be designed to make for a complete and stable station.

Question 2: “What’s the biggest tank that might need to be emptied?”

Answer 2: Up to 10,000 gallon.

Question 3: “Do we have to be there to offload the tank deliveries?”

Answer 3: Yes

Question 4: “Should we bring our lull (forklift) or can we use yours?”

Answer 4: Complete arrangements on installation will need to be provided by the vendor.

Question 5: “Do you have the ship to locations for the tanks?”

Answer 5: No, there are over 120 possible locations statewide.

Bids are now due August 20th by 10:00 am EST.

NEW – Effective 3-23-20 bid submissions may be submitted electronically to KYTC.Bids@ky.gov.

Vendors will no longer be able to hand deliver/drop off bids to the Transportation Cabinet. All bids shall be mailed using US Postal Service, UPS, or Fed Ex, or emailed according to Section 3.04.

BID SUBMISSION CHECKLIST

The vendor MUST include the following with the bid submission. If the items below are not submitted with the bid, the Commonwealth MUST deem the bid non-responsive and SHALL NOT be considered for award.

_____ FACE OF SOLICITATION – SIGNED (See Section 3.04)

_____ BID INFORMATION – COMPLETED (See Section 5.00)

All other items MUST be submitted prior to award.

_____ CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF STATE BY FOREIGN

ENTITY (See Section 2.12)

_____ REQUIRED AFFIDAVIT(S) (See Attachments A, B, C, etc. as applicable)

Document Description Page 5

2100000056 Anti-Icing Storage Tanks with Fill Stations mailto:KYTC.Bids@ky.gov

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.

The General Conditions and Instructions for Solicitations and Contracts shall be incorporated by reference in each solicitation and resulting contract. Therefore, it is the bidder's responsibility to access and read these General Conditions at: http://finance.ky.gov/services/policies scroll down to Procurement Services- Procurement, double click on the file named FAP 110-10-00 General Conditions and Instructions for Solicitations and Contracts or request a copy by contacting the KYTC Division of Purchases buyer named in Section 3.01. Every person submitting a bid to the Commonwealth shall be deemed to have assented to these conditions by the act of bidding.

Section 1 - Specifications – Commodity

1.0 - Specifications of Commodity

ITEM 1 – ANTI-ICING SOLUTION FILL STATION

It is the intent and purpose of this specification to describe the requirements for an Anti-Icing Solution Storage/Fill Station. These Stations will consist of a pump and controls for truck loading/unloading of anti-icing solutions and hoses and piping. The units will be used in the Kentucky Department of Highways Snow and Ice Removal Program. Units provided are to be delivered and installed (tanks set in the containment wall). Piping connected and pumps wired for connection to electrical power source will be completed by Commonwealth of Kentucky employees. All components of the unit shall be constructed of non-corrosive materials. Units delivered shall be new and constructed of first class quality materials. The successful bidder shall provide units that as a minimum, meet the requirements as follows:

Complete the delivery and installation of the Anti-Icing Solution Storage Fill Station Units, Anti-Icing Solution Pump Station and Tower Units and Anti-Icing Solution Storage Tanks. Perform the delivery of all items (loading and unloading of tanks, towers, pumps, and other accessories) and complete the installation of all units with NO assistance from Department of Highway employees or Department of Highway equipment. Also, be responsible for the loading and unloading of ALL supplies and equipment, removal of replacement tank from behind containment wall and anti-icing material left in old tanks.

Department of Highways will be responsible for the proper disposal of removed tanks. The anti-icing material will need to be disposed of properly in accordance with any Federal and Local EPA regulations.

In addition, the awarded vendor will be responsible for extracting any anti-icing material from the old tank being replaced and then depositing that material into the new tank once installed.

Fabricate all steel components of hot dip galvanized that meets ASTM A-123 Specifications inside and out for corrosion protection.

Provide all piping, hoses, and valves as specified in the Attachment D Tank Drawing. Provide any unspecified piping, hoses, or valves of Schedule 80 PVC or of a material of equal strength and corrosion resistance.

Furnish all labor, materials, supplies, and services required to complete the work as specified in the Terms and Conditions of this contract.

Provide a Warranty of five (5) years against corrosion on all fabricated and galvanized steel components.

Extend Manufacturer warranties on all other components.

Install a Boom/Light Pole for each unit to a height of ten (10) feet. The light pole shall be equipped with a dual hose hanger system so the discharge and suction hoses may be hung up after use. Construct the main body of the Boom/Light Pole of three inches (3") by three inches (3") square tubing. Mount the Boom/Light Pole onto a base that is thirty-six inches (36") by thirty-six inches (36") with sufficient weight to secure the Boom/Light Pole. Provide and place a Switch, Dusk-to-Dawn Light on top of the Boom/light Pole of each unit that is LED photocell, Fused, with a photoelectric control.

Document Description Page 6

Equip each Anti-Icing Solution Storage and Fill Station Unit with a single-speed long-coupled electric pump and motor with a non-corrosive, stainless steel pump which has a two inch (2") intake and a two inch (2") discharge. Minimum 110 GPM.

Provide a stainless steel (SS) pump with a ceramic/carbon shaft seal, with stainless steel and neoprene bellows. SS Pump shall have stainless steel bearings, impellers and sleeves. SS Pump shall be balanced for optimum performance, and with diffusers that are the bolt-on design with a bronze wear ring.

The Stainless Steel pump shall be a Gould G & L Series NPE SS Pump or approved equal

Provide a pump motor that is the open, drip-proof continuous type that is rated at minimum 3450 RPM, 230 V, 60 Hz, with sealed, ball-type, permanently lubricated bearings. Provide a pump motor that is the Capacitor Start/Capacitor Run type with thermal overload protection and automatic reset, and that has a two horsepower (2 HP) rating. The pump shall be wired with a male four wire twist lock plug, to an outlet in the bottom of an electrical box that is mounted on the Boom/Light Pole.

Provide a pump/motor housing cover for each unit constructed of polyethylene and that is capable of covering the pump and motor housing assembly.

Provide and Mount an Electrical Control Box onto the Boom/Light Pole Frame for each unit that is totally enclosed, and that is pre-wired. The electric box shall be in a weather-tight fiberglass box, equipped with a disconnect and a ground. A female four wire twist lock outlet shall be installed in or near the bottom of the outlet box. It is to be designed to accept a male four wire twist lock plug and wire from the pump/ motor. (A Painted Steel Electrical Control Box will not be accepted). Mount Stop/Start buttons into the box with easy operator access. Fuse all incoming power supply lines. Provide an Electrical Control Box that meets all local and state electrical codes. Check each unit with a portable generator for proper operation after installation has been completed. The Department of Highways will be responsible for the final hookup into the Electrical Control Box.

On-Board and Ground Level Tank Fill Systems: Equip the Plumbing System on each unit with an On-board Tank Fill System and a Ground Level Tank Fill System to allow for safe and efficient filling of truck mounted dispensing tanks. Provide all valves, fittings, and hoses as specified. (See Attachment D Tank Drawing)

LINE ITEM 2 – ANTI-ICING SOLUTION 10,000 GALLON STORAGE TANK

Polyethylene Storage Tank (10,000-Gallon Capacity): Provide and install a storage tank with each unit that is constructed of high impact linear polyethylene and that has a storage capacity range of 10,000 – 10,500 gallons. Provide a tank that is a maximum of 144 inches in diameter capable of withstanding a Specific Gravity of 1.5, or twelve (12) pounds per gallon. Provide a minimum fifteen-inch (15") man-way/ lid with a vent in the top of each storage tank. Included (installed) in each tank shall be one siphon tube at the outlet.

Provide a two-inch (2") in diameter stainless steel bolted outlet with a two-inch (2") by six-inch (6") stainless steel nipple (See Attachment D Tank Drawing). Provide a tank that is UV Stabilized, Natural Translucent White in color, and that has legible calibration markings on the side.

Provide each tank with a two-inch (2") stainless steel Full Port ball valve and a four-inch (4") stainless steel nipple (or hose barb) attached to the outlet end of the valve. Supply each storage tank with a fifteen foot (15’) section and a ten foot (10') section of two-inch (2") reinforced EPDM (suction) hose, with a Schedule 80 PVC valve assembly in- between. (See Attachment D Tank Drawing).

Equip each storage tank with a by-pass re-circulation system for agitation of the contained liquid that consists of a two inch (2") stainless steel 90F0B0 hose barb and thirty feet (30') of two (2") EPDM hose connected to a two inch (2”) stainless steel tank connector. Place and secure the hose barb and the tank connector in the top of the tank for effective circulation of the contained liquid.

Provide a primer kit that will include a two inch (2”) PVC check-valve with a two inch (2”) by four inch (4”) stainless steel nipple. This primer kit will be installed just off of the main two inch (2”) tank valve body, between the tank valve body and the main supply line.

Specifications for Storage Tank, Tank Outlet, and Tank Valve Assembly (10,000 Gallon Capacity):

Document Description Page 7

Capacity: 10,000 – 10,500 gallons minimum

Diameter: 142 inches maximum

UV Stability: yes

Color: natural translucent white

Weight: approximately 2,600 pounds. Documentation of wall thickness is required.

Material of Construction: High Impact Linear Polyethylene

Man-Way: 18 inch threaded man-way w/15 inch access minimum.

Outlet: 2 inches, (made of stainless steel) near bottom of tank with an installed siphon tube (to allow tank to be emptied as much as possible).

Inlet: near top of tank for recirculation, 2 inch stainless steel and a 2 inch stainless steel 90F0B0 hose barb.

Liquid Level Calibrations: Inked gallon markers (flame treated and sealed).

Valve Assembly: 2-inch stainless steel Full Port ball valve.

Nipple from the Tank to the Valve: 2 inches in diameter and 6 inches in length.

Primer Kit to include a 2” PVC check valve with 2” x 4” SS nipple.

(Attachment D Tank Drawing)

LINE ITEM 3 – ANTI-ICING SOLUTION 6,100 GALLON STORAGE TANK

Specifications for Storage Tank, Tank Outlet, and Tank Valve Assembly (6,100 Gallon Capacity):

Capacity: 5,500 - 6,100 gallons

Diameter: 142 inches maximum

UV Stability: yes

Color: natural translucent white

Weight: Approximately 1,550 pounds. Documentation of wall thickness is required.

Material of Construction: High Impact Linear Polyethylene

Man-Way: 18 inch threaded man-way w/15 inch access minimum.

Outlet: 2 inches, (made of stainless steel) near bottom of tank with an installed siphon tube (to allow tank to be emptied as much as possible).

Inlet: near top of tank for recirculation, 2 inch stainless steel and a 2 inch stainless steel 90F0B0 hose barb.

Provide a primer kit that will include a two inch (2”) PVC check-valve with a two inch (2”) by four inch (4”) stainless steel nipple. This primer kit will be installed just off of the main two inch (2”) tank valve body, between the tank valve body and the main supply line.

Liquid Level Calibrations: Inked gallon markers (flame treated and sealed).

Valve Assembly: 2-inch stainless steel Full Port ball valve.

Nipple from the Tank to the Valve: 2 inches in diameter and 6 inches in length.

Primer Kit to include a 2” PVC check valve with 2” x 4” SS nipple.

Document Description Page 8

ITEM 4 – 2HP PUMP

Replacement pumps as described in Item 1. This unit will be a replacement in the event of a non-repairable pump failure.

Gould G & L Series NPE SS Pump or approved equal

ITEM 5 – 3 HP PUMP

1" x 2" - 6", NPE Series, Stainless Steel Close Couple, 3 HP Motor, 60 Hz, 115/230 VAC, 1 ph, TEFC, 3500 RPM, 4.62" Imp Trim, Silicon Carbide/Silicon Carbide Mechanical Seal

Goulds Pump Model # GLW 3ST1H4B6 or approved equal

Section 2 - Terms and Conditions of the Contract

2.00 – Scope of the Contract

The Kentucky Transportation Cabinet Division of Purchases issues this solicitation on behalf of the Division of Equipment to award a master agreement contract for: Anti-Icing Storage Tanks and Filling Stations.

2.01 - Contract Components and Order of Precedence

The Commonwealth’s acceptance of the offer indicated by the issuance of an Award by the KYTC Division of Purchases shall create a valid Master Agreement consisting of the following:

1. The written Master Agreement between the Parties;

2. Any Addenda to the Solicitation;

3. Any provisions of the Solicitation and all attachments thereto;

4. The Bidder’s response to the Solicitation, and

5. The Kentucky Revised Statutes KRS 45A.

In the event of an inconsistency between provisions of the solicitation, the inconsistency shall be resolved by giving precedence in the following order: (a) the Specifications; (b) other provisions of the Solicitation, whether incorporated by reference or otherwise; (c) Contract or Master Agreement Terms and Conditions;

(d) FAP 110-10-00 – General Conditions and Instructions for Solicitations and Contracts.

2.02 - Initial Contract Period

The Master Agreement will be for the initial period of one year upon award.

2.03 - Optional Renewal Period

This Master Agreement may be extended at the completion of the initial contract period for four (4) additional one-year periods. This extension must have the written approval of the vendor and the KYTC Division of Purchases. 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

Document Description Page 9 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.

2.04 - Divisions/Agencies to Be Served

This contract shall be for use by the following Divisions/Agencies of the Kentucky Transportation Cabinet:

Division of Equipment

No shipments or services are authorized until an official Delivery Order has been fully processed by an authorized agency.

2.05 - Quantity Basis of Contract

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.

2.06 - 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 acquire large requirements through other competitive processes.

2.07 - Basis of Price Revisions

PRICE ADJUSTMENTS: Unless otherwise specified, the prices established by the Master Agreement shall be firm for the contract period subject to the following:

A. Price Increases: A price increase will not be allowed during the first twelve (12) months of the contract. Only one price increase will be allowed during the contract period. The price increase must 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 KYTC Division of Purchases 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 KYTC Division of Purchases. Notice of withdrawal must be provided a minimum of forty-five (45) days prior to the effective date however 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 KYTC Division of Purchases 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 “A. Price Increases”. One (1) additional price increase may be granted during the extended contract period. This price increase will not be allowed during the first six (6) months of the extended contract period and will be subject to the conditions in “A” above.

2.08 - Addition or Deletion of Items or Services

Document Description Page 10

The KYTC Division of Purchases reserves the right to add new and similar items, with the consent of the vendor, to the contract. If an addition is agreeable to both parties, the KYTC Division of Purchases will issue a 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.

2.09 - Changes and Modifications to the Contract

During the period of the contract, a modification shall not be permitted in any of its conditions and specifications, unless the contractor receives electronic or written approval from the KYTC Division of Purchases. If the contractor finds at any time that existing conditions make modification in requirements necessary, the contractor shall report the matter promptly to the KYTC Division of Purchases for consideration and decision. All contract modifications shall be subject to the provisions of 200 KAR 5:311.

2.10 - Basis of Shipment

Quotations of unit prices on this solicitation shall be F.O.B. Destination Freight Prepaid and Allowed to the receiving agency. The vendor shall be fully responsible for all shipments and freight charges involved to the ordering agency. The responsibility for filing freight claims lies with the vendor.

2.11 - Notices

The Division of Purchases Buyer identified 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 submitted to:

Brandon Milby

Division of Purchases

Kentucky Transportation Cabinet

200 Mero St

Frankfort, KY 40622

Phone: 502-782-3979

E-mail: Brandon.Milby@ky.gov

From the issue date of this solicitation until a Contractor(s) is selected and the selection is announced, Offerors are not permitted to communicate with any Commonwealth staff concerning this solicitation

After the award of a contract, all programmatic communications are to be made to the Agency Contact Person identified in the contract document with a copy to the Division of Purchases Buyer.

After the Award of a contract, all communications of a contractual or legal nature are to be made to the KYTC Division of Purchases Buyer.

2.12 - Deliveries

Delivery at the earliest possible date is desired. See Section 5.00 to indicate delivery time.

Document Description Page 11

The Vendor agrees that when delivery is not made within the contracted due date, one percent (1%) per day shall be deducted from the Vendor’s invoice for each day the Vendor fails to meet the contracted delivery date.

The Vendor is not responsible for, and shall not be penalized for delays in its delivery when caused by factors or events outside Vendor’s control, including but not limited to acts or omissions of the Commonwealth or third parties, acts of civil or military authority, civil disturbance, war, terrorism, pandemics, explosions, fire, floods, tornadoes or other natural disasters or acts of God.

2.13 - 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.

2.14 - Invoices

Invoices, if required, shall be prepared and transmitted to the agency receiving the goods or services.

One copy shall be marked "original" unless otherwise specified. Each invoice shall contain at least the following information:

a. Contract and Delivery Order number;

b. Item numbers;

c. Description of supplies or services;

d. Sizes;

e. Quantities;

f. Service Dates;

g. Unit prices; and

h. Extended totals.

2.15 - Payments

The vendor shall be paid, upon the submission of proper invoices to the receiving agency at the prices stipulated for the supplies delivered and accepted, or services rendered. Unless otherwise specified, payment will not be made for partial deliveries accepted. Payments will be made within thirty (30) working days after receipt of goods and vendor’s invoice in accordance with KRS 45.453 and KRS 45.454. A penalty payment of one percent (1%) per month shall be added to the amount due the vendor for each full or partial month that the payment exceeds 30 working days.

2.16 - Vendor’s Report

The vendor(s) may be asked to furnish the KYTC Division of Purchases, 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 KYTC Division of Purchases.

Document Description Page 12

2.17 - Post Contract Agreements

The Master Agreement shall represent the entire agreement between the parties. Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon this contract. Unless, contractually provided, the Commonwealth shall not be required to enter into nor sign further agreements, leases, company orders or other documents to complete or initiate the terms of the contract. Any such documents so obtained will be non-binding on the State and be cause for breach of contract.

2.18 - Service Performance

All services performed under contract shall be in accordance with the terms and conditions 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.

Deviations of services performed will not be made without the written approval of the KYTC Division of Purchases. Problems that arise under any aspect of performance should first be resolved between the vendor and the agency. If such problems and/or disagreements cannot be resolved they should be referred to the KYTC Division of Purchases for mediation.

2.19 - Assignment

The vendor shall not assign this Master Agreement in whole or in part to another vendor at any time during the initial or optional renewal terms of the contract, without the consent, guidance and approval of the Commonwealth. Any assignment hereunder entered into, subsequent to the execution of the contract with the prime vendor, must be annotated and approved by the Commonwealth. Any purported assignment without this consent shall be null and void.

2.20 – Ethics Compliance

Contractor certifies that contractor and its employees will not offer or provide gifts to KYTC employees in excess of $25.00 in any single calendar year as defined in KRS 11A.045 (1) and KYTC General Administration and Personnel Policy GAP-808. Moreover, contractor certifies that contractor and its employees will not offer any ticket to a sporting event to a KYTC employee without being reimbursed the face value amount for said ticket as defined in KRS 11A.045 (2).

It is agreed and understood that non-compliance with the above provisions may result in the suspension of vendor procurement participation, contract termination, and/or debarment.

2.21 - Termination of Contracts

A contract may be terminated for default by the vendor, for the convenience of the Commonwealth, or for lack of appropriation in accordance with 200 KAR 5:312.

2.22 - Endorsements

The Contractor shall not refer to the Award of Contract in commercial advertising in such a manner as to state or imply that the firm or its services are endorsed or preferred by the Commonwealth of Kentucky.

Document Description Page 13

2.23 - 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.

For all foreign entities required to obtain a certificate of authority to transact business in the Commonwealth, if a copy of the certificate is not received within the time specified by the Division of Purchases, the foreign entity’s solicitation response may be deemed non-responsive. If the foreign entity is not required to obtain a certificate as provided in KRS 14A.9-010, the foreign entity should identify the applicable exception in its solicitation response. Foreign entity is defined within KRS 14A.1-070.

Vendors are required to remain in active and good standing during the life of the contract.

Businesses can register with the Secretary of State at https://secure.kentucky.gov/sos/ftbr/welcome.aspx

2.24 - Discrimination:

Discrimination (because of race, religion, color, national origin, sex, sexual orientation, gender identity, age, or disability) is prohibited. This section applies only to contracts utilizing federal funds, in whole or in part. During the performance of this contract, the contractor agrees as follows:

1. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, national origin, sex, sexual orientation, gender identity or age. The contractor further agrees to comply with the provisions of the Americans with Disabilities Act (ADA), Public Law 101-336, and applicable federal regulations relating thereto prohibiting discrimination against otherwise qualified disabled individuals under any program or activity. The contractor agrees to provide, upon request, needed reasonable accommodations. The contractor will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, religion, color, national origin, sex, sexual orientation, gender identity, age or disability. Such action shall include, but not be limited to the following; employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensations; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.

2. The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age or disability.

3. The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice advising the said labor union or workers' representative of the contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance.

4. The contractor will comply with all provisions of Executive Order No. 11246 of September 24, 1965 as amended, and of the rules, regulations and relevant orders of the Secretary of Labor.

5. The contractor will furnish all information and reports required by Executive Order No. 11246 of September 24, 1965, as amended, and by the rules, regulations and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders.

6. In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations or orders, this contract may be cancelled, terminated or suspended in whole or in part and the contractor may be declared ineligible for further government contracts or

Document Description Page 14 federally-assisted construction contracts in accordance with procedures authorized in Executive Order No. 11246 of September 24, 1965, as amended, and such other sanctions may be imposed and remedies invoked as provided in or as otherwise provided by law.

7. The contractor will include the provisions of paragraphs (1) through (7) of section 202 of Executive Order 11246 in every subcontract or purchase order unless exempted by rules, regulations or orders of the Secretary of Labor, issued pursuant to section 204 of Executive Order No. 11246 of September 24, 1965, as amended, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions including sanctions for noncompliance;

provided, however, that in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the agency, the contractor may request the United States to enter into such litigation to protect the interests of the United States.

2.25 - Kentucky Sales and Use Taxes

Sales of tangible personal property or services to the State of Kentucky and its agencies are not subject to state sales or use taxes.

2.26 - Extension Period

This contract may be extended at the termination of all contract renewal periods for additional time not to exceed 90 days. This extension must be accompanied by the written approval of the vendor and the Division of Purchases

2.27 – Extension to Other Agencies

The Division of Purchases reserves the right, with the consent of the vendor, to offer this master agreement to other state agencies who may have need for the product(s) and/or service(s). Each state agency must obtain prior approval from the Finance Cabinet Office of Procurement Services.

If Contracts are used by state agencies other than the Transportation Cabinet, such responsibilities will be assumed by the user agency. All billing and payments for materials/services purchased from an agreement will be directly between the user agencies and Vendors.

2.28 - Extension to Political Subdivisions

The Division of Purchases reserves the right, with the consent of the vendor, to offer this master agreement to political subdivisions and local government entities who may have need for the product(s) and/or service(s). Prior approval from the Finance Cabinet is not required.

If Contracts are used by political subdivisions, such responsibilities will be assumed by the user agency.

All billing and payments for materials/services purchased from an agreement will be directly between the user agencies and Vendors.

2.29 - Access to Records

The contractor, as defined in KRS 45A.030 (9) 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 contract for the purpose of financial audit or program review. Records and other prequalification information confidentially disclosed as part of the bid process shall not be deemed as directly pertinent to the contract and shall be exempt from disclosure as provided in KRS 61.878(1)(c). 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.

Document Description Page 15

2.30 - Records Retention

The Finance and Administration Cabinet may inspect the place of business of the Vendor or any sub Vendor under the master Agreement contract awarded or to be awarded by the Commonwealth. In accordance with KRS 45A.150, the Finance and Administration Cabinet may audit the books and records of any person who has submitted cost or pricing data under KRS 45A.120 at any time until three years from the date of final payment under the prime contract, and by any subcontractor for a period of three years from the date of final payment under the subcontract. Such books and records shall be maintained by the contractor for a period of three years from the date of final payment under the contract and by any subcontractor for a period of three years from the date of final payment under the subcontract. The Finance and Administration Cabinet shall be entitled to audit the books and records of a contractor or any subcontractor under any negotiated contract or subcontract other than a firm fixed-price type contract, provided, however, that this provision shall not limit the right to audit stated above. Such books and records shall be maintained by the contractor for a period of three years from the date of final payment under the prime contract and by the subcontractor for a period of three years from the date of final payment under the subcontract. The contractor shall place such the same audit requirement in any agreement it may have with a subcontractor under this contract.

2.31 - Governing Law

This Contract shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky and any litigation with respect to this Contract shall be brought in state or federal court in Franklin County, Kentucky in accordance with KRS 45A.

Section 3 - General Information

3.00 - Issuing Office

The Division of Purchases is the only office authorized to change, modify, amend, alter, or clarify the specifications, terms and conditions of this RFB.

3.01 - Restrictions on Communications

The Division of Purchases contact named below shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular mail, express mail, electronic mail, or fax), concerning this procurement shall be addressed to:

Brandon Milby

Division of Purchases

Kentucky Transportation Cabinet

200 Mero St

Frankfort, KY 40622

Phone: 502-782-3979

E-mail: Brandon.Milby@ky.gov

From the issue date of this RFB until a Contractor(s) is selected and the selection is announced, Offerors are not allowed to communicate with any Commonwealth Staff concerning this RFB except:

Document Description Page 16

(a) The sole point of contact cited in this RFB; or

(b) Via written questions submitted to the sole point of contact

Potential bidders should clearly understand that any verbal representations 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.

The Commonwealth reserves the right to reject the bid response for any violation of this provision.

This provision does not preclude bidders who presently hold contracts with the Commonwealth from communicating with state agencies regarding existing contracts.

3.02 - Schedule of RFB Activities

The following schedule presents the major activities associated with the RFB distribution, written questions, and bid submission. The Commonwealth reserves the right at its sole discretion to change the Schedule of Activities, including the associated dates and times.

Deadline for written questions

All questions shall submitted in writing by the date and time specified.

No questions shall be accepted after the date/time listed unless the question(s) is considered material to the procurement. Oral questions will not be accepted at any time except for bid procedural clarifications. The Commonwealth will respond to salient questions in writing by issuing an Addendum to the Solicitation.

8/4/2020 4:00 pm

Commonwealth’s response to written questions

The Addendum shall be posted to the Commonwealth’s e-Procurement web site.

8/6/2020 4:00 pm

Bids due by 10:00 AM

Notice to Vendors:

Effective 3-23-2020 vendors will no longer be able to hand deliver/drop off bids to the Transportation Cabinet. All bids shall be mailed using US Postal Service, UPS, or Fed Ex, or emailed according to Section 3.04.

All bidders are cautioned to be aware of the security in the Transportation Office Center located at 200 Mero Street in Frankfort, KY. All bids shall be time-stamped in the Division of Purchases no later than the due date and time defined in this Solicitation. In-person or courier delivered bids in response to this Solicitation should be delivered to the 4th Floor, East.

Delays due to building security checks shall not be justification for acceptance of a late bid.

See page 1 for Closing Date.

Tentative Award Date 8/27/2020

NOTE: All times referenced are Eastern Time Zone

3.03 - Access to Solicitation and Solicitation Addenda

The Commonwealth wants each prospective Offeror to have full and complete information on which to base a bid response. Only information presented or referred to in this RFB and any additional written information that is supplied by the Division of Purchases shall be used by Offerors in preparing a response to this RFB.

The Solicitation and any Addenda shall be posted to the e-Procurement web site at https:// emars311.ky.gov.

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2100000056 Anti-Icing Storage Tanks with Fill Stations https://emars311.ky.gov https://emars311.ky.gov

To view/download Solicitation documents from the Kentucky Vendor Self Service site

Please note: It is not necessary to register to access the solicitations. Unregistered vendors can access the solicitations by clicking on guest access.

Step 1 - Click Guest Access- located on the left of the screen, You will be taken directly to list of solicitations organized by closing date.

Step 2 – Keyword Search - Vendors can use the keyword field search to narrow your search. Type in keyword and click the advanced search button, select status open then click the go button or click the next button to page through all the open solicitations.

Step 3 - Click the details button under the RFB/RFP document number

Step 4 - Click the Attachments tab to see all attachments related to that particular solicitation document

Step 5 - Click the link for each file name, a new window will appear, click open to open/view the file. Once the file opens, click the print icon to print that file attachment. Close that file attachment then repeat steps to open and print each different file attachment. It is the vendor’s responsibility to view and/or print all file attachments for a solicitation document.

Please note: some solicitations may have multiple file attachments.

Check this web site periodically for any updates that may be posted to the Solicitation. It is the responsibility of the vendor to obtain copies of all information and forms.

3.04 - Bid Submission Requirements

On the Solicitation front page, complete the boxes for the vendor information including the ordering and payment addresses.

FAP 110-10-00-04 (c) requires that every paper bid is signed by an agent of the firm, shall be filled out in ink or typewritten, and “signed in ink in the space provided on the Solicitation.”

Photocopies of the filled out bid documents that contain copies of signatures but do not contain an ink signature will not meet this requirement. At this time, vendors may submit documents that have been signed electronically or signed and then scanned.

For Mail Submission:

All bids shall be mailed using US Postal Service, UPS, or Fed Ex.

Vendors shall submit one (1) signed original of the solicitation response under sealed cover, which shall be received no later than the date and time indicated on the face of this solicitation. Any response received after this date and time shall be rejected and returned unopened to the Bidder. Any response not under sealed cover shall be rejected.

The Commonwealth defines SEALED as “a closure that must be broken to be opened and that thus reveals tampering”. (Merriam-Webster Dictionary, http://www.merriam-webster.com/dictionary/seal)

A bidder shall identify their response to a solicitation on the response envelope for a hard copy bid. Any response not sufficiently identified on the sealed cover, requiring it to be opened for identification, shall be rejected.

Bid Responses shall be addressed and submitted to:

BID CLERK

Document Description Page 18 http://www.merriam-webster.com/dictionary/seal

KENTUCKY TRANSPORTATION CABINET

DIVISION OF PURCHASES – 4TH FLOOR

200 MERO STREET

FRANKFORT KY 40622

The outside cover of the package containing the Bid Response shall be marked with:

NAME OF SOLICITATION

SOLICITATION NUMBER

NAME OF VENDOR SUBMITTING RESPONSE

CLOSING DATE

For email submission: READ CAREFULLY!!

VENDOR MUST PRINT the RFB document, FILL IT OUT, SCAN IT, THEN EMAIL the entire bid document and any other required information in order for their emailed bid submission to be considered.

Send a complete scanned version of your bid submission to KYTC.Bids@ky.gov.

Put RFB 605 2000000056 in the Subject Line of the email.

**DO NOT COPY THE BUYER OR ANY OTHER PERSON WHEN EMAILING YOUR BID or your bid may be deemed non-responsive since confidentiality will be breached.**

**KYTC.Bids@ky.gov is ONLY for the purpose of submitting a bid responses. All questions related to a solicitation or the process must be sent directly to each buyer at the email listed below.

Bidders who are bidding on more than one RFB at the same time MUST submit their bids via separate emails for each RFB.

Be sure to include the signed cover page of the solicitation, ALL pricing pages/bid sheets, delivery requirements (if applicable), any applicable signed/notarized Affidavits, and any other required documents.

Emails with attachments can be delayed, therefore vendors are encouraged to submit in enough time to allow email delivery by 10:00am on the bid closing date.

Delays due to technological issues shall not be justification for acceptance of a late bid.

Fax Bid Response copies and Electronic Bid Responses are NOT acceptable for this RFB and shall be considered non-responsive.

Include in bid response, any Addenda, and all Attachment Forms included in this solicitation.

All bids shall remain valid for a minimum of ninety (90) calendar days after the bid closing date.

3.05 - Acknowledgment of Addenda to Solicitations

Document Description Page 19

2100000056 Anti-Icing Storage Tanks with Fill Stations mailto:KYTC.Bids@ky.gov mailto:**KYTC.Bids@ky.gov

It is the vendor's responsibility to check the web site for any modifications to this solicitation. Vendors are encouraged to acknowledge each addendum by signing and submitting the latest addendum with their response. However, signing the face of the solicitation as indicated above constitutes the vendor’s acknowledgement of and agreement to be bound by the terms of all addenda issued.

Failure to specifically acknowledge addenda will not excuse the vendor from adhering to all changes to the requirements of the solicitation set forth therein nor provide justification for any pricing changes.

3.06 - Modification or Withdrawal of Bids

An offer may be modified by electronic or facsimile notice, if notice is received prior to the hour and date specified for receipt of offers. An electronic or facsimile modification shall not mention unit prices or total price; but shall only refer to percentage change or numerical change.

An offer may be modified or withdrawn by electronic or written notice received prior to the hour and date specified for receipt of offers. An offer may also be withdrawn in person by an offeror or his authorized representative, if his identity is made known and he signs a receipt for the offer, but only if the withdrawal is made prior to the hour and date set for receipt of offers.

3.07 - E-Procurement Award…