Final_RFB_605_2200000721_1_SO_FORM.PDF

Document ID: RFB 605 2200000721 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Panel Sign Install and Maintenance

Date Issued:

05/26/2022 Record Date:

2022-05-26

Solicitation Closes Date:

6/14/22 Time:

13:30

Solicitation No:

RFB 605 2200000721

Online Bidding Prohibited: No For Information Call:

Amanda Lewis 502-782-4003

Bid Receiving Location:

Bid Receiving

See Terms & Conditions for Bid Submission Instructions

Other KY

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 2200000721 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Treated Wood Post 250.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

80130 Posts, Standards, Supports, and Expansion Plugs

Extended Description ***ONLY ONLINE BIDS WILL BE ACCEPTED FOR THIS RFB.*** Emailed and hard copies delivered by any method WILL NOT BE ACCEPTED.

See attached document "How to Respond to an Online Bid through the Kentucky Vendor Self Service site (updated).pdf".

Please enter contact person, phone number and email in the Comments Section.

This RFB will be conducted as a Multistep Competitive Sealed Bid in accordance with 200 KAR 5:375 also referred to as a REVERSE AUCTION.

The Commonwealth has partnered with eBridge to host this bidding event on its Web-Based Bidding Platform. Vendors who have not previously registered must register with eBridge by emailing tara.obannon@ebridgeprocurement.com

Review the attachment (eBridge Bid Instructions). The awarded supplier is obligated to pay a transaction fee to eBridge pursuant to the Terms and Conditions accepted upon placement of initial bid.

This RFB will consist of two phases.

Phase 1: VENDORS SHALL SUBMIT UNPRICED OFFERS per instruction in Section 3.04. Prices will be accepted only from bidders whose unpriced technical offer is found acceptable during Phase 1.

Phase 2: PRICES WILL ONLY BE ACCEPTED IN THE SECOND PHASE DURING THE ONLINE REVERSE AUCTION BIDDING EVENT. If only one (1) responsive bid is received, the online reverse auction will be cancelled and the Division of Purchases, will request pricing from the vendor via email. The criteria that will be used to evaluate the offers at the conclusion of the online bidding event are located in section 5.00.

Reciprocal Preference will be given to the resident bidders per KRS 45A.494 prior to award.

This will include excavation for the post, furnishing and installing a treated wood pole, backfilling with concrete, drilling of holes in the post to make it break-away, furnishing hardware, and attaching a sign panel to the post.

2 Type "I" Square Tubing Galvanized Steel Post (for sheeting

100.00000 LFT

This item shall include furnishing and installing the specified Type I Square Tubing post sign support and all hardware required to attach a sign to the posts as shown on the standard detail sheets.

Document ID: RFB 605 2200000721 Page: 3

3 Type "II" Channel Galvanized Steel Post (for sheeting signs)

100.00000 LFT

This item shall include furnishing and installing the specified Type II Channel post sign support and all hardware required to attach a sign to the posts as shown on the standard detail sheets.

4 Type "A" (Fixed) Galvanized Steel Beam 500.00000 LB

Galvanized steel imbedded beam sign support. This shall include all necessary hardware to form a complete sign support. Necessary galvanizing is incidental to this bid item as is the removal / disposal of any existing sign beam.

5 Type "B" (Slip Base) Galvanized Steel Beam 500.00000 LB

Galvanized steel slip base break-a-way beam sign support. This shall include all necessary hardware to form a complete Type "B" break-a-way beam sign support. Necessary galvanizing is incidental to this bid item as is the removal / disposal of any existing sign beam.

6 Type "C" (Omni-Directional Breakaway) Galvanized Steel Beam

250.00000 LB

Galvanized steel omni-directional break-a-way beam sign support for the Type "C" system. This shall include all necessary hardware to form a complete Type "C" omni-directional break-a-way beam sign support. Necessary galvanizing is incidental to this bid item as is the removal / disposal of any existing sign beam.

Document ID: RFB 605 2200000721 Page: 4

7 Type D Omni-Directal Breakaway Sign Suprt Sys Type I post

20.00000 EA

This item includes the galvanized steel omni-directional break-a-way beam sign support for the Type "D" system. This shall include all necessary hardware to form a complete Type "D" omni-directional break-a-way beam sign support. Necessary galvanizing is incidental to this bid item as is the removal / disposal of any existing sign beam.

8 Type D Omni-Directional Breakaway Sign Suprt Sys Type II pos

This item includes the galvanized steel omni-directional break-a-way beam sign support for the Direct Driven Type "D" system. This shall include all necessary hardware to form a complete Type "D" omni-directional break-a-way beam sign support. Necessary galvanizing is incidental to this bid item as is the removal / disposal of any existing sign beam.

9 Barrier Wall Mount 10.00000 EA

This item will include all items including the mounting bracket, W6 x 25 beam (welded to the bracket), sign bracing and all other hardware necessary to form a complete barrier wall mount, as shown on the Barrier Wall Mount standard detail sheet. The actual sign is not included in this line item. Necessary galvanizing is incidental to this bid item.

Document ID: RFB 605 2200000721 Page: 5

10 Reattach an Existing Type "B" Break-a-way Sign Support Beam

This item shall include all necessary hardware to reattach the beam to form a complete Type "B" break-a-way beam sign support.

11 Reattach an Existing Type "C" Break-a-way Sign Support Beam

This item shall include all necessary hardware to reattach the beam to form a complete Type "C" break-a-way beam sign support.

12 Reattach an Existing Type "D" Break-a-way Sign Support

This item shall include all necessary hardware to reattach the beam to form a complete Type "D" break-a-way beam sign support.

13 Reattach Existing Ground Mounted Panel Sign 20.00000 EA

This item shall include all bracing and other mounting hardware materials necessary to reattach a panel sign to existing ground mounted sign supports.

Document ID: RFB 605 2200000721 Page: 6

14 Reattach Existing Overhead Mounted Panel Sign

10.00000 EA

This item shall include all bracing and other mounting hardware materials necessary to reattach a panel sign and supports onto an overhead structure.

15 Reattach Existing Cantilever Structure to New Concrete Base

This item will include all of the necessary hardware to reattach an existing overhead sign support structure (truss or cantilever) to a new overhead sign support structure concrete base.

16 Removal of Sign Support Beam 5.00000 EA

This item shall include the removal of an existing steel sign support beam and backfilling the excavation to match existing ground line and reseeding. All materials removed shall become the property of the contractor and shall be removed from the highway right-of-way.

17 Removal of Type I or Type II Post 20.00000 EA

This item shall include the removal of an existing Type I (square tubing) or Type II (channel) post and backfilling the excavation to match existing ground line and reseeding. All materials removed shall become the property of the contractor and shall be removed from the highway right-of-way.

Document ID: RFB 605 2200000721 Page: 7

18 Removal - Ground Mounted Panel Sign from Existing Beams

This will include the removal of the existing ground mounted panel sign and any clips or other hardware used to mount the sign onto the existing beams.

This item does not include existing beam removal. All materials removed from the highway right of way will become the property of the Contractor (Vendor).

19 Removal - Ground Mounted Sheeting Sign & Supports

This item will include the removal of an existing ground mounted sheeting sign, including the removal of the Type I or Type II sign supports and backfilling the excavation to match existing ground line and reseeding. All materials removed from the highway right of way will become the property of the Contractor (Vendor).

20 Removal & Replacement of Ground Mounted Panel Sign

This item shall include the removal and replacement of an existing panel sign on the existing sign supports.

21 Removal & Replacement of Ground Mounted Sheeting Sign

This item shall include the removal and replacement of an existing sheeting sign on the existing sign supports.

Document ID: RFB 605 2200000721 Page: 8

22 Removal of Overhead Mounted Panel Sign 20.00000 EA

This will include the removal of the existing overhead mounted sign and any mounting hardware onto a bridge, truss, or cantilever support structure. This item does not include truss or cantilever removal. All materials removed from highway right of way will become the property of the contractor (vendor).

23 Removal / Replacement of Overhead Mounted Panel Sign

5.00000 EA

This item shall include the removal and replacement of an existing overhead mounted panel sign. This item does not include truss or cantilever removal.

All materials removed from highway right of way will become the property of the contractor (vendor).

24 Remove and Replace Route Markers, Copy or Border on Existing

500.00000 SQFT

This item shall include the removal of an existing route marker, copy or border and the replacement of a new route marker, copy or border on an existing panel sign. The unit of measure for this item shall be square feet of the affected portion of the panel sign.

Document ID: RFB 605 2200000721 Page: 9

25 Sign Base Material for Aluminum Panel Signs 500.00000 SQFT

This item shall include all aluminum extrusions, sheeting, copy and hardware to form a complete panel sign when specified or the replacement of designated panels on an existing sign.

26 Sign Base Material for Aluminum Sheeting Signs

500.00000 SQFT

This item shall include furnishing the aluminum sign blank, retro-reflective background material, copy, bracing and hardware to form a complete sheeting sign.

27 Anti Graffiti Sign Base Material 50.00000 SQFT

This item shall include all aluminum extrusions, anti graffiti sheeting, copy & border and all hardware to form a complete sign when specified or the replacement of designated panels on an existing sign.

28 Anti-Graffiti Film Overlay for Sign Base Material

25.00000 SQFT

This item shall include furnishing and installing an anti-graffiti film overlay (Avery Dennison OL1000) applied by the panel sign manufacturer.

Document ID: RFB 605 2200000721 Page: 10

29 Graffiti Removal from the back of a sign 25.00000 SQFT

This item will include the removal of graffiti from the back of a sign using a compressed air blast method of finely crushed glass, sand, or other equally approved medium.

30 Overlay of Existing Panel Sign 100.00000 SQFT

This will include furnishing and installing overlay material, sheeting, copy and all hardware necessary to form a complete sign overlay on an existing panel sign.

31 1 or 2 Digit Exit Gore Panel Sign (Complete) (Type "D")

This item shall include furnishing and installing the necessary Type I Supports, Type D break-a-way bases, Class "A" concrete footing, sign base material for aluminum sheeting signs, aluminum sign bracing and all other hardware required to attach the sign to the posts to form a complete 1 or 2 digit gore sign assembly as shown on the detail sheets.

Document ID: RFB 605 2200000721 Page: 11

32 3 Digit Exit Gore Sign (Complete) (Type "D") 15.00000 EA

This item shall include furnishing and installing the necessary Type I Supports, Type D break-a-way bases,, Class "A" concrete footing, sign base material for aluminum sheeting signs, aluminum sign bracing and all other hardware required to attach the sign to the posts to form a complete 3 digit gore sign assembly as shown on the standard detail sheets.

33 Sign Bracket-Aluminum W6" x 4.16 lb. for attaching signs

100.00000 LB

This item shall include the necessary galvanizing and all necessary hardware to form a complete sign support.

34 Sign Bracket-Galvanized Steel W6" x 8.5lb For attaching sign

100.00000 LB

This item shall include the necessary galvanizing and all necessary hardware to form a complete sign support.

35 Standard Bracket for Attaching Signs to Overhead Bridges

This item shall include the necessary galvanizing and all necessary hardware shown on drawing "SB2" to form a complete sign support.

Document ID: RFB 605 2200000721 Page: 12

36 Overhead Sign Support Cantilever 5.00000 EA

This will include furnishing and installing the specified support, w-bars, and necessary hardware for attaching the sign to the support. This item will also include the staking of the cantilever support location in the field prior to ordering any materials.

37 Overhead Sign Support Truss Span (50-70 ft.

Span-Aluminum)

5.00000 LNFT

This will include furnishing and installing the specified support, w-bars, and necessary hardware for attaching the sign or signs to the support. This will also include the staking of the truss support location in the field prior to ordering any materials.

38 Overhead Sign Support Truss Span (75-105 ft.

Span-Aluminum)

This will include furnishing and installing the specified support, w-bars, and necessary hardware for attaching the sign or signs to the support. This item will also include the staking of the truss support location in the field prior to ordering any materials.

39 Overhead Sign Support Truss Span (110-140

ft. Span-Aluminum)

This will include furnishing and installing the specified support, w-bars, and necessary hardware for attaching the sign or signs to the support. This item will also include the staking of the truss support location in the field prior to ordering any materials.

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40 Overhead Sign Support Vertical Cantilever Support

2.00000 EA

This line will include furnishing and installing the vertical support including columns, diagonals, struts, and all other necessary hardware to attach the overhead sign support truss span.

41 Removal of Overhead Sign Support Structure 10.00000 EA

This will include the removal of an existing overhead sign support structure (truss or cantilever) and the removal of all materials from the highway right-of-way. All materials removed from the right-of-way will become the property of the Contractor (Vendor).

42 Removal of Overhead Sign Support Structure Concrete Base

This will include the removal of an existing overhead sign support structure (truss or cantilever) concrete base and the removal of all materials from the highway right-of-way. Remove the Concrete Base to a minimum depth of one-foot below the existing ground line. Backfill the excavated area to the existing ground line and reseed the disturbed areas. All materials removed from the right-of-way will become the property of the Contractor (Vendor).

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43 Class "A" Concrete 100.00000 CUYD

This item will include Class "A" concrete for ground mounted sign support footings. All necessary excavation, furnishing and placing concrete, backfilling, site grading to the existing slopes, re-seeding all disturbed soil areas and protect as per section 212.03.03 of the Kentucky Standard Spec Book are all incidental to this bid item.

44 Class "A" Concrete for Overhead Mounted Sign Support

100.00000 CUYD

This item will include Class "A" concrete for Overhead Mounted Sign Support Structures. All necessary excavation, furnishing and placing concrete, steel reinforcement, forming materials, backfilling, site grading to the existing slope, re-seeding all disturbed soil areas and protect as per section

212.03.03 of the Kentucky Standard Spec Book are all incidental to this bid item.

45 Field Inspection or Review 100.00000 HOUR

This item shall include hourly travel to and from the job site for inspection or review of existing sign conditions in the field as directed in the work order.

Travel time will be measured from the office address of the vendor or from another originating location which results in the lowest cost to the Department. On-site review, mileage and equipment is incidental to this item.

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46 Miscellaneous Sign Service & Repair 10.00000 EA

This item shall include furnishing and installing or repairing any miscellaneous nuts, bolts, bracing, etc. necessary to repair a sign and/or it's supports as directed in the work order.

47 Maintain and Control Traffic-Shoulder Closure 100.00000 EA

Perform the Maintenance and Control of Traffic in accordance with the Kentucky Department of Highways Standard Specifications for Road and Bridge Construction, Current Edition, the Kentucky Department of Highways Standard Drawings for Traffic Control, Current Edition, and the Manual on Uniform Traffic Control Devices, Current Edition. The vendor must receive preapproval from the KYTC for each shoulder closure for payment to be made.

48 Maintain and Control Traffic-Lane Closure 100.00000 EA

Perform the Maintenance and Control of Traffic in accordance with the Kentucky Department of Highways Standard Specifications for Road and Bridge Construction, Current Edition, the Kentucky Department of Highways Standard Drawings for Traffic Control, Current Edition, and the Manual on Uniform Traffic Control Devices, Current Edition. The vendor must receive preapproval from the KYTC for each lane closure for payment to be made.

Shipping Information Various Shipping

See Extended Description

Various KY

Billing Information Various Billing

See Extended Description

Various KY

Document ID: RFB 605 2200000721 Page: 16

Submission Checklist

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

Item Price

This RFB will be conducted as a Multistep Competitive Sealed Bid in accordance with 200 KAR 5:375 also referred to as a REVERSE AUCTION.

The Commonwealth has partnered with eBridge to host this bidding event on its Web-Based Bidding Platform. Vendors who have not previously registered must register with eBridge by emailing tara.obannon@ebridgeprocurement.com

Review the attachment (eBridge Bid Instructions). The awarded supplier is obligated to pay a transaction fee to eBridge pursuant to the Terms and Conditions accepted upon placement of initial bid.

This RFB will consist of two phases.

Phase 1: VENDORS SHALL SUBMIT UNPRICED OFFERS per instruction in Section 3.04. Prices will be accepted only from bidders whose unpriced technical offer is found acceptable during Phase 1.

Phase 2: PRICES WILL ONLY BE ACCEPTED IN THE SECOND PHASE DURING THE ONLINE REVERSE AUCTION BIDDING EVENT. If only one (1) responsive bid is received, the online reverse auction will be cancelled and the Division of Purchases, will request pricing from the vendor via email. The criteria that will be used to evaluate the offers at the conclusion of the online bidding event are located in section 5.00.

Reciprocal Preference will be given to the resident bidders per KRS 45A.494 prior to award.

ELECTRONIC BID SUBMISSION

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

Link: https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService

***See attached document “How to Respond to an Online Bid through the Kentucky Vendor Self Service site (updated).pdf”***

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://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService

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 Registration Guides are provided at https:// finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

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).

BID PRICES SUBMITTED ON COMPANY QUOTE FORMS ARE DISCOURAGED. COMPANY TERMS

AND CONDITIONS AND/OR SALES AND USE AGREEMENTS OFTEN CONFLICT WITH STANDARD

SOLICITATION REQUIREMENTS AND MAY RESULT IN REJECTION OF BID OFFER.

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.

Document Description Page 17

2200000721 Panel Sign Install and Maintenance mailto:tara.obannon@ebridgeprocurement.com https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx mailto:Finance.CRCGroup@ky.gov

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.

PUBLIC BID READINGS

In-person public bid readings have been discontinued by the KYTC Division of Purchases. We now offer public bid readings via telephone.

Any person wishing to hear a bid reading may call the conference line at 866-830-9434, Participant Code 21327950, at 3:00 pm, Eastern Time on the bid closing date.

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.

_____ BID INFORMATION – COMPLETED (See Section 5.00)

_____ PHASE I – RESPONSE WITHOUT PRICING

All other items MUST be submitted prior to award however, vendors are strongly encouraged to include with bid submission.

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

ENTITY (See Section 2.25)

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

_____ CERTIFICATE OF INSURANCE (See Section 1.02)

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: : https://finance.ky.gov/office-of-the-secretary/office-of-policy-and-audit/Pages/Finance-Policies.aspx 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 - Scope of Work - Service

1.00 - Specifications of Service Requirements

Provide and Install New Panel Signs & Maintenance of Existing Panel Signs

From this solicitation, the Commonwealth intends to award Master Agreements (price contracts) for the installation of new Panel Signs and maintenance of existing Panel Signs for the Kentucky Transportation Cabinet Department of Highways.

Document Description Page 18

2200000721 Panel Sign Install and Maintenance https://finance.ky.gov/office-of-the-secretary/office-of-policy-and-audit/Pages/Finance-Policies.aspx https://finance.ky.gov/office-of-the-secretary/office-of-policy-and-audit/Pages/Finance-Policies.aspx

Items are grouped by Region as follows, with a separate award made for each region:

Region 1 = Districts 1, 2, 4 & 5 Region 2 = Districts 3, 7, 8 & 11 Region 3 = Districts 6, 9, 10 & 12

Vendors are not required to bid all Regions but must bid all line items within a Region to be considered for award.

A vendor may only receive an award for a maximum of two (2) of the regions identified in the solicitation.

Regions will be scored in the order of 1, 2, then 3. Once a vendor receives the award for two (2) of the regions, this vendor will not be eligible for an award for the remaining region(s).

The term "Department," as applied to this Master Agreement will be understood to be synonymous with the terms, "Commonwealth of Kentucky, Transportation Cabinet, or Department of Highways". The term "Vendor" will be understood to be synonymous with the term "Contractor".

1.01-Terms and Conditions:

Locate or relocate all signs at the approximate locations listed or specified in the work order or plans. The exact location for each sign shall be determined by the Contractor; however, if any sign is relocated more than twenty-five (25) feet from the location specified, the new location shall be approved by the Division of Traffic Operations.

Maintain records of drawings, descriptions, manufacturer's cuts, and all other items covering all materials to be used.

Submit shop drawings for I-beams, wide flange beams, and aluminum panel signs to the Division of Traffic Operations for approval prior to performing any installations. Provide Shop drawings in PDF format files and deliver them electronically by e-mail to the Department’s Contract Administrator.

The following publications are applicable to the work described herein:

Kentucky Department of Highways Standard Specifications for Road and Bridge Construction, current edition.

http://transportation.ky.gov/construction/Pages/Standard-Specification-with-Supplemental-Specific

Standard Highway Signs, Federal Highway Administration, current edition.

https://mutcd.fhwa.dot.gov/ser-shs_millennium.htm

Manual on Uniform Traffic Control Devices for Streets and Highways (MUTCD), current edition, Federal Highway Administration. http://mutcd.fhwa.dot.gov/kno_2009r1r2.htm

Kentucky Department of Highways Standard Drawings https://transportation.ky.gov/TrafficOperations/ Pages/Design-Services-Branch-Standards-and-Tools.aspx

Sign Base Materials:

Refer to Section 833 of the Kentucky Department of Highways Standard Specifications for Road and Bridge Construction, current edition for specification requirements for Sign Base Materials.

Sign Materials:

Provide materials for sign faces of the color specified and fabricated from sheeting on the Department’s List of Approved Materials. Fabricate and assemble all retroreflective materials in accordance with the manufacturer's specifications and recommendations.

Background materials shall be Type XI sheeting from the Department’s List of Approved Materials, unless otherwise specified.

Letters, symbols and borders for panel signs shall be fabricated with Type XI sheeting from the Department’s List of Approved Materials, unless otherwise specified.

All copy, border, arrows and route markers are to be affixed to the sign face using the ‘direct applied’ method.

Document Description Page 19

2200000721 Panel Sign Install and Maintenance http://transportation.ky.gov/construction/Pages/Standard-Specification-with-Supplemental-Specification-Included.aspx https://mutcd.fhwa.dot.gov/ser-shs_millennium.htm http://mutcd.fhwa.dot.gov/kno_2009r1r2.htm https://transportation.ky.gov/TrafficOperations/Pages/Design-Services-Branch-Standards-and-Tools.aspx https://transportation.ky.gov/TrafficOperations/Pages/Design-Services-Branch-Standards-and-Tools.aspx

Provide Route Markers, for panel sign mounting only, that are a reflectorized white cut-out of distinctive U.S. Shield or KY round shape omitting the black background of the standard rectangular shapes. Do not use borders on the cut-out shapes. Use sizes in conformance with the Standard Highway Signs Manual or as directed by the Contract Manager. Space Route Markers evenly across the panel sign face.

Route Markers shall be fabricated with Type XI sheeting from the Department’s List of Approved Materials.

Hardware (Panel Signs Only):

Provide all hardware for the assembly of panel signs and the attachment of these signs to their supports as recommended by the panel manufacturer. Show the placement of the post clips on the miscellaneous detail sheets.

Ground Mounted Sign Supports (Panel Signs Only):

Position all signs as shown on the positioning detail sheet. Provide beams that are of sufficient length to extend from the top of the sign to the required base embedment.

Beams (Panel Signs Only):

Provide beams that are either Type "A" (Fixed Beam installation), Type "B" (Uni-Directional break-a-way beam installation), or Type "C" (Omni-Directional break-a-way beam installation).

Type "A" Beams are shown on the miscellaneous detail sheet, Type "B" beams on the break-a-way beams detail sheet, and Type "C" beams are shown on the Type "C" break-a-way sheets.

Indicate the type and size of beams to be used for each panel sign. Embed Type "A" and Type "B" beams in concrete to a depth equal to the dimension "a" as indicated for each sign. Provide a concrete footer for Type "C" beams in accordance with the design on the Type "C" beam sheets.

Provide Type "A" beams that are A-36 steel galvanized in accordance with ASTM A-123, current edition.

Provide Type "B" beams that are in compliance with the specifications as listed on the Type "B" break-a-way beams detail sheets.

Provide Type "C" beams that are in compliance with the specifications as listed on the Type "C" omni-directional break-a-way beam detail sheets.

Overhead Sign Attachments (Panel Signs Only):

Provide materials necessary for this attachment, such as nuts, bolts, washers and sign clips as incidental to this item of work. Reattach all signs that are to be reattached to the existing structures using the same clip design as the sign which was replaced. (Traffic control for this item of work will require lane closures in most cases).

Maintenance of Traffic:

Maintain and control traffic in accordance with the Kentucky Department of Highways Standard Specifications, current edition, the Kentucky Department of Highways Standard Drawings, current edition, and the Manual on Uniform Traffic Control Devices, current edition.

Contract Performance:

Deliver and receive all work orders, shop drawings, shop drawing approvals and invoices electronically through e-mail to and from the Department’s Contract Administrator.

Before and after photos of all completed sign installations & repairs are to be submitted along with invoices.

Submit invoices & photos electronically through e-mail to and from the Department’s Contract Administrator.

The Contractor (Vendor) will have thirty (30) calendar days from the date of the work order e-mail to complete all work order items that do not involve shop drawing approval.

The Contractor (Vendor) shall have sixty (60) calendar days from the date of the approved shop drawings e-mail to complete all work order items that do involve shop drawings.

Document Description Page 20

2200000721 Panel Sign Install and Maintenance

The Contractor (Vendor) shall have ninety (90) calendar days from date of the work order e-mail to complete the work listed in the work order involving overhead structures including cantilevers, trusses, and standard brackets for attaching signs to overhead bridges.

1.02– Insurance Requirements

The successful bidder shall be responsible for maintaining this coverage through the entire contract term:

1. Contractor’s General Liability Insurance with limits of liability of $1,000,000.00 per occurrence.

2. Kentucky worker's compensation insurance in accordance with the requirements of KRS 45A.480 and KRS Chapter 342.

The successful bidder shall furnish an ACORD Certificate within ten (10) days of notice of intent to award with:

A. The certificate holder listed as:

Kentucky Transportation Cabinet Division of Purchases 4th Floor East 200 Mero Street Frankfort, KY 40622

B. The Endorsement indicating the Commonwealth and its agents as an Additional Insured for the contract resulting from this solicitation.

C. The contract number in the Description of Operations box.

Failure to furnish said certificates or to indicate the contract number shall be grounds for cancellation of the contract.

The successful bidder shall provide an up-to-date copy of the certificate upon renewal of the policy.

Failure to do so shall result in cancellation of the contract.

The insurance shall be endorsed to state that coverage shall not be suspended, voided, cancelled by either party, reduced in coverage limits, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the agencies.

The insurance coverage shall be in compliance with the laws of the Commonwealth of Kentucky and shall be placed with a licensed resident or non-resident agent who represents insurance companies authorized to do business in Kentucky. A list of authorized companies can be found at http://insurance.ky.gov/ company. Failure to meet this requirement may result in the bid being deemed non-responsive.

The insurer shall have an AM Best rating of B+ or higher. Visit www.ambest.com for verification. Failure to meet this requirement may result in the bid being deemed non-responsive.

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 Traffic to award a master agreement contract for: Panel Sign Install and Maintenance

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.

Document Description Page 21 http://insurance.ky.gov/company http://insurance.ky.gov/company http://www.ambest.com

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 beginning July 01, 2022 and expiring June 30, 2023.

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 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 Traffic

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.

Document Description Page 22

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

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 - Reduction in Contract Worker Hours/Employee Furlough

The Kentucky General Assembly may allow for a reduction in contract worker hours in conjunction with a budget balancing measure for some professional and non-professional service contracts. If under such authority the agency is required by Executive Order or otherwise to reduce contract hours, the contract will be reduced by the amount specified in that document. The reduction of hours may be applicable to those contract workers that provide a service in state government buildings on a regularly scheduled basis, such as janitorial, security guard, mailing services, and food services. These services will be reduced in hours only in those circumstances where the buildings will be closed. A notification will be sent to the contract holder in advance of any scheduled reduction in contract hours.

2.11 - 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.

2.12 Delivery Orders for Services

No services are authorized until an official Delivery Order has been fully processed by an authorized agency or payment has been made via Pro-Card.

Penalties assessed for delays in response or completion time will be calculated based on the date of the Delivery Order and the response/completion time stated in Section 2.13

Payment shall be made against the actual quantities of work performed. The Delivery Order shall be modified to adjust quantities if needed.

Any work assigned prior to contract expiration will be considered cancelled if the work has not been initiated at the time of expiration. There will be no claim for damages allowed by reason of cancellation thereof.

If additional time is needed to complete assigned work, please send a request to the Division of Purchases two weeks prior to expiration date. Per Section 2.28, this extension shall not exceed ninety

(90) days.

2.13 - 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:

Amanda Lewis Division of Purchases Kentucky Transportation Cabinet Phone: 502-782-4003

Document Description Page 23

E-mail: Amanda.Lewis2@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.

2.14 - Delivery

Delivery at the earliest possible date is desired. See Section 1.00 for Contract Performance.

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.

2.15 - 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.

2.16 - 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.

2.17 - 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.

2.18 - 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.

2.19 - Post Contract Agreements

Document Description Page 24 mailto:Amanda.Lewis2@ky.gov

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.

2.20-Subcontracts

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

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

The vendor shall notify the Commonwealth of any planned use of subcontractors in regards to the resulting contract. If the KYTC Division of Purchases is provided evidence of the vendor making such an arrangement without submitting the proper information prior to use of the subcontractor, the contract may be cancelled immediately.

All payments will be made directly to the contracted vendor. It is the vendor’s responsibility to make payment to the subcontract. Payments shall not be made to the subcontractor by the Commonwealth.

Subcontractors having nonpayment issues that could not be resolved with the Vendor, should report in detail these incidents to the buyer of record for this solicitation.

The Vendor shall ensure that all contractors or subcontractors comply with all applicable Federal, State, and Local laws, regulation, mandates, and terms of this solicitation and resulting contract.

2.21 - 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.

2.22 - 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.