Final_RFB_605_2600000336_1_SO_FORM.PDF

Document ID: RFB 605 2600000336 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Statewide Signal Maintenance

Date Issued:

01/14/2026 Record Date:

01/14/2026

Solicitation Closes Date:

01/28/2026 Time:

13:30

Solicitation No:

RFB 605 2600000336

Online Bidding Prohibited: No For Information Call:

Meredith Plymale 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 2600000336 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Electronic Technician 1750.00000 HOUR

Comm Code Comm Description Manufacturer Model # Manuf Part #

93686 Traffic Control Devices, Maintenance and Repair

Extended Description Electronic Technician

***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.

Vendors should review and update, if necessary, all addresses and contact persons for their account prior to bid submission. This information will carry forward to a contract if awarded, therefore please ensure all information is correct.

See section 1.00 for specifications.

2 Laborer 5.00000 HOUR

Laborer

3 Service Vehicle 1750.00000 HOUR

Service Vehicle

Document ID: RFB 605 2600000336 Page: 3

4 30' Bucket Truck 5.00000 HOUR

30' Bucket Truck

Shipping Information KYTC Division of Traffic Operations

200 Mero Street 3rd Floor Frankfort KY 40622

Billing Information KYTC Division of Traffic Operations

200 Mero Street 3rd Floor Frankfort KY 40622

Document ID: RFB 605 2600000336 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 score.

RFB 2600000336 – Statewide Signal Maintenance

ELECTRONIC BID SUBMISSION

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

Link: https://vss.ky.gov

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

Bid information MUST be completed online. Response must contain all required information for the Solicitation.

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

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

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

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)

Document Phase Document Description Page 5

2600000336 Final Statewide Signal Maintenance Total Pages: 37 https://vss.ky.gov https://vss.ky.gov 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

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 2.26)

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

_____ CERTIFICATE OF INSURANCE (See Section 1.01)

_____ STAFFING PLAN (See Section 1.00 Documentation of Employee Qualifications)

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.

Vendors should review and comply with the general bidding requirements listed under “Procurement Laws, Preference, Regulations and Policies” and “Response to Solicitation” located on the eProcurement Web page at https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx and https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx respectively. The vendor must comply with all applicable statutes, regulations and policies related to this procurement.

Section 1 - Scope of Work - Service

1.00 - Specifications of Service Requirements

STATEWIDE SIGNAL SYSTEM MAINTENANCE SPECIFICATIONS

SCOPE

The scope of this contract includes the troubleshooting, repair, and installation tasks outlined below.

Repair is defined to include any action required to place the equipment back in operation including, but not limited to:

- Rebooting systems

- Installing new and replacement system components

- Field repair of system components

- Repair of system electrical connections

- Installing firmware and/or software

- Programming radios, routers, and/or other devices

Document Phase Document Description Page 6

2600000336 Final Statewide Signal Maintenance Total Pages: 37 https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx

TASKS

Installation, preventive maintenance and repair of traffic signal communications equipment.

Work shall include but not be limited to:

- Coordination of “Before You Dig” utility clearance o https://kentucky811.org/

- Troubleshooting traffic signal communications problems

- Replacement and installation of routers, antennas, radios, cameras, data acquisition equipment, and associated data and RF cabling

- Alignment of antenna systems

- Troubleshooting router communication systems

- Preventive maintenance and cleaning

RESPONSIBILITY OF CONTRACTOR

The Contractor shall provide a single crew that will be working every week. The Contract Manager may need to increase the size and/or number of crews depending on workload. The Contractor shall provide a minimum crew of one Electronic Technician. The Contract Manager shall determine what vehicle the Contractor crew shall utilize. The crew shall function as an extension of the Kentucky Transportation Cabinet (KYTC) staff. Crews shall normally work on government workdays.

Typically, crews are not permitted to work on state holidays. Due to the need to coordinate activities with KYTC staff, a 5-day workweek may be required.

The Contractor shall also provide a bid price for a Laborer. The Contract Manager will notify the Contractor a minimum of one week prior to the need to include the laborer as part of the crew.

The Electronic Technician shall be the primary point of contact with the Contract Manager. Crews shall be competent to perform both specific work tasks and ongoing work programs as directed by the Contract Manager. Due to the independent and statewide nature of the work, crews will be required to submit detailed daily reports for all work and material usage.

The Electronic Technician shall possess the computer knowledge to be able to utilize KYTC, Microsoft and vendor supplied software to program traffic controllers, radios, routers, video detection systems, and radar detection systems. The standing crew shall have the computer skills necessary to manage files, utilize Microsoft Excel and email, as well as configure and use serial

Document Phase Document Description Page 7 https://kentucky811.org/ and IP communications software. The electronic technician shall possess the skills necessary to utilize a GPS receiver for inventory activities.

The Contractor shall not transfer or replace any individual on a crew without written justification and the written approval of the Contract Manager. Excessive crew rotation may be cause for cancellation of the contract. Excessive shall be considered more than once in a 12-month period.

The Contractor shall provide technical expertise, labor, equipment and all tools necessary for the proper installation of the items listed below. The Contractor shall be licensed to perform electrical contracting work in Kentucky. Any mileage incurred by the Contractor shall be incidental to the contract. Labor and equipment hours may be charged while traveling. All work shall be completed in a professional manner and meet the requirements of local utilities and any attached drawings or plans. Additionally, all work shall comply with the latest editions of the National Electrical Code, the Manual on Uniform Traffic Control Devices, the KYTC’s Standard Specification for Road and Bridge Construction (with the exception of Section 109), and the Division of Traffic Operations Design Standards and Tools for signals. See links below for latest standards.

Traffic Operations Design Standards and Tools:

https://transportation.ky.gov/TrafficOperations/Pages/Design-Services-Branch-Standards-and- Tools.aspx

KYTC Standard Specifications for Road and Bridge Construction:

https://transportation.ky.gov/Construction/Pages/Kentucky-Standard-Specifications.aspx

Manual on Uniform Traffic Control Devices:

http://mutcd.fhwa.dot.gov/

National Electrical Code:

http://www.nfpa.org/

When a job spans multiple workdays within the same work week, the Contractor shall have a maximum of one-half (1/2) hour at the end of the workday to obtain local accommodations and a maximum of one-half (1/2) hour the following morning to return to the job site. The Contractor shall provide justification and obtain prior approval from the Contract Manager if the round-trip travel time between the local accommodations and the job site will exceed one (1) hour.

Once a task is completed, the Contractor shall proceed to the next task to be completed. If there is insufficient time remaining in the workday to reach the location of the next task, the Contractor

Document Phase Document Description Page 8

2600000336 Final Statewide Signal Maintenance Total Pages: 37 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 https://transportation.ky.gov/Construction/Pages/Kentucky-Standard-Specifications.aspx http://mutcd.fhwa.dot.gov/ http://www.nfpa.org/ shall proceed directly towards the location of the next task and obtain local accommodations at the end of the workday.

The Contractor is responsible for obtaining and paying for all local accommodations and meals.

On the last day of the workweek, the Contractor shall coordinate their time so that they end the workday at a location agreed upon by the Contract Manager and the Contractor, such as the Contractor’s office location. In the case of an out-of-state Contractor, the Contractor shall coordinate their time to end the workday at a location located within the state that has been agreed upon by the Contract Manager and the Contractor.

All traffic control costs, including lane and shoulder closures, shall be incidental to the work performed. The Contractor shall furnish and set up all materials and equipment to perform traffic control in accordance with the Manual on Uniform Traffic Control Devices, current edition, and all applicable Kentucky Standard Drawings. Lane and shoulder closures shall be coordinated with the Contract Manager and the District Traffic Engineer. The Contractor may be restricted to specific days and times for lane and shoulder closures. The crew shall always have on hand an adequate stock of cones, signs, and any other items required for proper traffic control.

Crew Expectations and Problem Resolution

The Contract Manager will document significant crewmember problems. The Contractor shall replace any individual not performing adequately or when requested by the Contract Manager.

Causes for replacement include, but are not limited to:

- A crewmember who wastes time and demonstrates a lack of self-management.

- A crewmember who fails to show up for work.

- A crewmember who does not follow equipment inventory, reporting, safety or other procedures.

- A crewmember who demonstrates an inability to effectively utilize computer applications such as Microsoft Office, Excel, and email required to provide accurate and daily field reports.

- A crewmember who does not perform efficient work. The crew shall be well equipped and prepared for routine work without making multiple trips to pick up tools, materials, and equipment.

- A crewmember who does not maintain equipment in good working order. Equipment breakdowns will be documented, and the Contractor shall replace unreliable equipment.

- A crewmember who fails to obtain or maintain the required licensing and certifications.

Document Phase Document Description Page 9

- Use of KYTC equipment for non-work-related reasons.

RESPONSIBILITY OF CABINET

The Cabinet will provide all materials except for those items listed in this document that are to be provided by the Contractor.

DOCUMENTATION OF EMPLOYEE QUALIFICATIONS

Prior to the award of the contract, the contractor shall submit a staffing plan with written resumes, International Municipal Signal Association (IMSA) certificates, diplomas, and any other supporting documentation for each employee initially assigned to the contract. The Contractor shall submit all information necessary to verify experience and training. The staffing plan and all supporting documentation shall be submitted prior to award. The KYTC will verify all credentials prior to award of contract. The Contractor may submit individuals who have not completed the Work Zone Training as part of the staffing plan. These employees shall complete the required level of Work Zone Training within two months after award of contract. If certifications are not received within this time the Contractor shall supply individuals that are certified in this area.

Personnel listed on the staffing plan submitted prior to award shall comprise the actual field crews when work commences. Substituting less experienced personnel after award of contract will result in termination of the contract and subsequent vendor complaints.

Any time new crews or personnel are added, credentials shall be supplied to the Contract Manager prior to work commencing. Documentation of credentials will be required for each new employee added to the contract.

The Contract Manager may require the replacement of an individual not performing satisfactorily.

DELIVERY ORDERS

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; See Section 2.34 Delivery Orders for Service.

WORK ORDERS

Document Phase Document Description Page 10

The Cabinet will normally provide a written work order via email for all work. This work order will contain the following information:

- Location of work

- Description of work

- Special instructions or revised installation details

- Priority and expected response time

The Contractor shall coordinate with the Contract Manager via email before beginning work to resolve any questions about the work order.

WORK/TIME POLICY

It is anticipated that some repair tasks will occur outside of normal working hours. It is estimated that this work will not exceed 5% of the total hours per individual. The contractor shall be responsible for providing the labor and equipment necessary to conduct such work at the contract price.

The KYTC will commence counting time for payment when the Contractor leaves his office or a location within the state that has been agreed upon by the Contractor Manager and Contractor.

In situations where the Contractor obtained local accommodations, the KYTC will commence counting time for payment when the Contractor leaves the local accommodations. The KYTC will end counting time for paying the Contractor at the time he returns to his office, arrives at local accommodations, or, in the case of an out-of-state contractor, arrives at the agreed upon location.

RESPONSE TIME

Upon notification by the Contract Manager, the Contractor and all necessary equipment shall be on-site and working within three (3) working days. The Contractor may be assessed liquidated damages of $500 per day for failing to meet this response time.

FIELD REPORTS

At the end of each week, the Electronic Technician shall email a Daily Field Report in Excel format detailing the work of the week. The report will have a tab for each working day of the week which provides specific information for the work completed that day. Field Reports shall contain a detailed description of all travel to and from the worksite as well as all work performed. Field reports shall include the type of work, county, and signal location where work was performed.

Field reports will be designed to facilitate automated processing. Digital photos may be required, Document Phase Document Description Page 11 at the discretion of the Contract Manager, to document work, installation details and for “as-built” records. The Contractor shall be provided a maximum of one-half (1/2) hour per day to complete the Field Report. All paperwork, logs and documentation outside of that required by the Contract Manager shall be completed on the Contractor’s time and shall not be billed to the KYTC.

INVOICING

The Contractor shall submit a monthly invoice that exactly matches the Daily Field Report quantities. Invoices shall cover one (1) month and include every the day worked within that month. Invoices shall not overlap months. Invoices shall be submitted via email. Invoicing may be submitted in Adobe .pdf format. Invoices shall include each individual Daily Field Report as well as a spreadsheet detailing the entire billing period. Invoices shall be in a format acceptable to the Contract Manager, which may not conform to the Contractor’s standard format.

MATERIALS

The Contractor shall pick up materials at the Frankfort Electronic Shop, Frankfort Equipment Warehouse, KYTC central office, pole yard or district office or maintenance yard as required by the work.

TRAINING

KYTC training specific to KYTC software or procedures shall be part of the standing crew’s job duties and may be performed during normal working hours and billed for at the hourly rate.

Training or testing related to electrician licensing, IMSA, Microsoft, or Contractor required safety and equipment training shall NOT be billed to the KYTC. Fees, transportation and lodging for ALL training shall be the responsibility of the Contractor.

Should any member of the standing crew be replaced during the term of the contract, the KYTC may deduct the KYTC’s total hourly personnel cost of all repeat training from the Contractor’s monthly invoice. The Contractor shall not invoice the KYTC for any hours related to repeat training.

AUTOMATIC VEHICLE LOCATION (AVL)

The Contractor shall provide and maintain operational Automatic Vehicle Location (AVL) technology on the Service Vehicle used for this contract. Vehicles used for other work such as the 30’ bucket truck and the 50’ bucket truck, are not required to have AVL equipment. The AVL service shall provide the ability to identify and track vehicles 24/7 in near real time. The AVL service shall be in operation at all times the Contractor is performing work under this contract. The

Document Phase Document Description Page 12

AVL service shall update position data at a maximum interval of 5 minutes. The AVL service shall provide near real time map-based tracking as well as historical records of vehicle position that can be viewed, queried and exported from the system. The AVL service shall have coverage over the majority of Kentucky. The AVL service shall provide a web interface with password protected login. The Contract Manager shall possess the highest-level password. In the event client licenses or accounts are required, the Contractor shall provide the Cabinet two user licenses/accounts. The Contractor shall subscribe to a different AVL service if the system does not provide adequate information for management of the contract. All costs for providing this service shall be included in the Contractor’s bid item cost for Service Vehicle.

EMPLOYMENT

During the period of this contract, the Contractor shall not employ any person who is an employee of the Department of Highways.

ACCESS TO RECORDS

The Contractor shall maintain all books, documents, papers, electronic accounting records, and other evidence pertaining to cost incurred and make such materials available at their respective offices at all reasonable times during the contract period and for five (5) years from the date of final payment under the contract for inspection by the KYTC, and copies thereof shall be furnished if requested. The KYTC has the right to audit these records.

DAMAGE TO EXISTING FACILITIES

The Contractor shall coordinate with all applicable underground location services and local utilities before beginning any excavation or overhead work.

The Contractor shall be responsible for all costs to resolve any disputes and or repair any public or private infrastructure or property damaged while working.

WORKMANSHIP/WARRANTY

All work shall be performed in a professional manner. Work areas shall be cleaned up upon completion of the task. Cleanup shall include removal of all trash and debris in the work area. The contractor shall warrant that all workmanship complies fully with the requirements of the contract specifications. Should any defect appear within six months after the project is completed which is due to inferior workmanship, the contractor warrants that he will immediately remedy the defects, without additional cost to the KYTC.

Document Phase Document Description Page 13

The contractor shall notify the contract manager of existing material that is damaged, defective or worn immediately upon identification of such material. This includes any worn signal mounting hardware, damaged wiring, bad splices, etc.

BILLING – GENERAL

Labor hours shall be billed for:

- Preventative Maintenance Tasks,

- Troubleshooting Tasks,

- Coordination with Utilities, and

- Installation of equipment and materials

ITEM 1 - ELECTRONIC TECHNICIAN

Individual shall be experienced in the installation, operation, troubleshooting and repair of electronic equipment. Individual shall have good troubleshooting skills and the ability to interpret manuals. Individual shall be capable of troubleshooting and repairing various types of electronic field equipment. Individual shall understand the terminology of electronics and of the equipment being serviced to correspond effectively with equipment manufacturers. Individual shall be competent in using computer software for spreadsheet, email, and equipment setup and diagnostic purposes. Individual shall correspond with local utility companies to coordinate electric and telephone service installations.

Individual shall meet one or more of the following qualifications:

- IMSA level 3 certification.

- Associates degree or higher in engineering technology or similar field.

- Sufficient documented experience and training in the fields of traffic electronics, telecommunications, video, sensors, wireless data, GPS, industrial control and computer system maintenance.

Individual shall be equipped with, and be capable of operating, the following equipment as a minimum:

- Complete set of electronic hand tools

- Soldering pen

- Multimeter

Document Phase Document Description Page 14

- Coaxial stripping and crimping tools for video and RF cable

- 150 Watt minimum 12VDC to 120VAC inverter

- Cable Locator

- Wire Tracer

- Clamp on ground rod tester

- Laptop computer with statewide internet\email access

- USB to serial adapter

- Cellular telephone with statewide coverage and voice mail

- Digital camera

- Global Position System (GPS) receiver

The Electronic Technician shall have all tools necessary to properly splice or terminate wire or cable and to attach to equipment. Equipment may include, but not be limited to, the contents of cabinets or enclosures, poles, junction boxes, signal heads, pedestrian detectors, and ground rods. Splices and terminations shall be watertight and installed to the satisfaction of the KYTC.

Splices may include, but not be limited to, butt splices or wire nuts. Wire terminations may include, but not be limited to, circular lugs, spade lugs or Deutsch plugs (supplied by the cabinet). Cable terminations may include, but not be limited to BNC, N, S, DB-9, DB-25, Modular, Terminal Strip, Circular, Spade lugs, or other similar connectors as required. The Contractor shall furnish all splices and terminations, and the cost shall be incidental to the contract.

The Electronic Technician shall be supplied with additional tools and equipment as necessary.

The Electronic Technician shall perform the following tasks:

- Correspond with the Contract Manager to coordinate staffing levels with upcoming work.

- Correspond with the Contract Manager upon receiving a work order to determine the scope of work.

- Coordinate with the Contract Manager to procure necessary materials or pick up spare parts.

- Maintain current work zone traffic control certification and oversee all traffic control work.

- Coordinate traffic control with local police and district personnel.

- Coordinate with electrical, telephone, and other utilities for location and installation of services.

- Coordinate with district traffic, utilities, operations and permits as necessary.

- Perform on-site management of installation tasks.

- Perform field troubleshooting.

- Coordinate with equipment manufacturers to resolve problems.

- Obtain all information necessary for the Contract Manager to procure equipment spares.

- Perform field device replacement, calibration, software installation, and rebooting.

Document Phase Document Description Page 15

- Perform installation tasks.

- Perform preventative maintenance.

- Perform coaxial terminations.

- Perform inspections and quality control functions.

- Manage the Laborer.

- Complete and submit daily field reports.

- Review monthly billing reports for accuracy.

- Provide technical support and training for the Laborer.

- Provide technical information to the Contract Manager.

- Attend technical training sessions.

- Act as primary contact between the Contractor and the Contract Manager.

Electronic Technician shall be certified in Work Zone Traffic Control, Technician by the University of Kentucky Technology Transfer Program.

ITEM 2 - LABORER

Individual shall have experience in basic electrical construction practices. Laborer shall be competent to operate all tools and light equipment as well as perform traffic control activities.

Laborer shall be certified in Work Zone Traffic Control and Flagger by the University of Kentucky Technology Transfer Program.

EQUIPMENT

EQUIPMENT – GENERAL

Equipment bid items shall be used for preventive maintenance.

Equipment bid items shall be used for traffic signal equipment repair.

Equipment bid items shall be used for installation of traffic signal equipment and material.

Equipment shall be maintained in good working condition.

Equipment shall be safe, reliable and mechanically sound.

Equipment shall have at least two supplemental yellow flashing warning lights.

Equipment shall have current safety certificates for use in the State of Kentucky.

Equipment may be owned, rented or subcontracted as required.

Document Phase Document Description Page 16

The Contract Manager may require the replacement of any unit not performing effectively.

The Contractor may be required to arrange storage space off KYTC property for large equipment.

Hand tools and small power tools are incidental to the contract.

ITEM 3 - SERVICE VEHICLE

Unit shall be capable of transporting equipment, tools and individuals. Unit shall have lockable compartments and all KYTC property shall be secure when unit is unattended. Unit shall be no more than 5 years old and in good working condition.

ITEM 4 - 30’- BUCKET TRUCK

Unit shall have a working height of thirty (30) feet. Unit shall be no more than 5 years old and in good working condition.

1.01– 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.

Document Phase Document Description Page 17

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 Operations to award a master agreement contract for: Statewide Signal 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.

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 2/1/26 and expiring 1/31/27.

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 Operations

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

Document Phase Document Description Page 18

2600000336 Final Statewide Signal Maintenance Total Pages: 37 http://insurance.ky.gov/company http://www.ambest.com

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. 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; 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”.

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

Document Phase Document Description Page 19

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 2.14.

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 2.29, 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:

Meredith Plymale

Division of Purchases

Kentucky Transportation Cabinet

Phone: 502-564-4630

E-mail: Meredith.plymale@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 – Response

Upon notification by the Contract Manager, the Contractor and all necessary equipment shall be on-site and working within three (3) working days. The Contractor may be assessed liquidated damages of $500 per day for failing to meet this response time.

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

Document Phase Document Description Page 20 mailto:Meredith.plymale@ky.gov 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

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 vendor (prime contractor) is permitted to make subcontract(s) with any other party for furnishing any of the work or services herein. The vendor 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 vendor/contractor shall be construed to encompass both the prime contractor and any subcontractors.

The vendor (prime contractor) shall notify the KYTC Division of Purchases buyer listed in Section 2.13 prior to use of subcontractors for 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.

Document Phase Document Description Page 21

The Vendor shall ensure that all contractors or subcontractors comply with all applicable Federal, State, and Local laws, regulation, mandates, and all terms of the solicitation/contract. KYTC reserves the right to request documentation to verify the subcontractors compliance at any time.

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.

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. Any purported assignment without this consent shall be null and void.

2.23 – 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.

2.24 - 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.

2.25 - 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.

2.26 - 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.

Document Phase Document Description Page 22

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://onestop.ky.gov/Pages/default.aspx

2.27 – Non- Discrimination

The Equal Employment Opportunity Act of 1978 (the “Act”), KRS 45.560 to 45.640, applies to all State government contracts or…