Final_RFB_758_2000000475_1_SO_FORM.PDF

Document ID: RFB 758 2000000475 Page: 1

Commonwealth of Kentucky

SOLICITATION

Addenda: No Addenda #:

TITLE: Mechanical Maintenance Kentucky State Penitentiary

Date Issued:

2/18/20 Record Date:

2020-02-18

Solicitation Closes Date:

3/13/20 Time:

13:30

Solicitation No:

RFB 758 2000000475

Online Bidding Prohibited: Yes

For Information Call:

Vanda Adamson 270-388-2211

Bid Receiving Location:

Finance - Office of Procurement Services Bid Clerk 702 Capitol Ave, Capitol Annex Room 095

Frankfort KY 40601

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 758 2000000475 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Mechanical Maintenance Kentucky State Penitentiary

Comm Code Comm Description Manufacturer Model # Manuf Part #

912 CONSTRUCTION SERVICES, GENERAL

(INCL. MAINTENANCE AND REPAIR

Extended Description Mechanical and Preventative Maintenance Per Month Charge for Kentucky State Penitentiary as listed in the terms and conditions.

Monthly Charge as requested in the terms and conditions:__________________

Vendors shall submit with their solicitation response proof of the required experience as stated in the scope of work.

Years of experience: _____________________

Shipping Information

Billing Information Kentucky State Penitentiary Billing 266 Water Street

Eddyville KY 42038

Document ID: RFB 758 2000000475 Page: 3

Submission Checklist

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

Item The face of the solicitation must be signed Bid Information-Completed

BID SUBMISSION CHECKLIST

The vendor MUST include the following with the bid submission.

If the items highlighted below are not submitted with the bid submission, the Commonwealth MUST deem the bid non-responsive and

SHALL NOT consider for award.

All other items MUST be submitted prior to award.

_____FACE OF SOLICITATION – SIGNED (see Section 10)

_____BID INFORMATION – COMPLETED (see Section 12)

_____REVENUE FORM 10A100 KENTUCKY TAX REGISTRATION APPLICATION

(see Section 37)

_____CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF

STATE BY A FOREIGN ENTITY (see Section 39)

_____REQUIRED AFFIDAVIT(S) (see Attachment A)

_____EEO FORMS IF APPLICABLE (see Section 34)

Document Description Page 4

2000000475 Mechanical Maintenance Kentucky State Penitentiary

Request for Bid (RFB)

For Mechanical Maintenance Kentucky State Penitentiary

RFB 758 2000000475

Issued by The Finance and Administration Cabinet

On Behalf Of Kentucky State Penitentiary

Release Date: February 18, 2020 Site Visit Date and Time: February 27, 2020 at 10:00AM CST

Vendors’ Written Questions Due: March 1, 2020 at 10:00 AM EST Commonwealth’s Response to Written Questions: March 5, 2020

Closing Date and Time: March 13, 2020 at 1:30 PM EST

Commonwealth Buyer:

Daniel Salvato, CPPB

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services New Capitol Annex

702 CAPITOL AVE RM 096

FRANKFORT KY 40601

(502) 564-5862 daniel.salvato@ky.gov

PLEASE READ THIS SOLICITATION AND ITS INSTRUCTIONS IN ITS ENTIRETY.

This is a Request for Bid (RFB).

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

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

Document Description Page 5 mailto:stephanier.williams@mail.state.ky.us

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

This Contract shall be awarded as All. Vendors shall bid the line items, otherwise bid shall be deemed non-responsive.

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

Notice to vendors: All bidders are cautioned to be aware of security in the Capitol Annex in Frankfort. In-person or courier delivered bids/proposals in response to a Commonwealth solicitation should be delivered a minimum of thirty (30) minutes to one

(1) hour earlier than the published closing date and time to allow for a security check-in.

Delays due to building security checks shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged.

Solicitation Terms and Conditions

Master Agreement

Section 1 Scope of Contract The Office of Procurement Services issues this solicitation to establish a Master Agreement for: Kentucky State Penitentiary Preventative Maintenance of Temperature Equipment and Controls

The contract will be a Full Service Mechanical Maintenance with total responsibility to repair, replace, perform preventative maintenance, examinations; cleaning, lubrication, adjusting, parts replacement and upkeep of HVAC controls, etc. Full Mechanical Maintenance is defined as the agency not receiving any invoices for any repairs or replacement of equipment. If any piece of equipment fails to operate satisfactory it shall be the Contractor’s responsibility to correct any and/or all defects and/or the piece of equipment. Exceptions to this requirement include vandalism or acts of God, Acts of God must be proven (by written documentation) by the Contractor. Vendor assumes full responsibility for preventive maintenance, component repair, replacement, periodic performance review, and 24 hour emergency service with 4 hour response time. All labor and materials included for

Document Description Page 6

2000000475 Mechanical Maintenance Kentucky State Penitentiary http://eprocurement.ky.gov http://finance.ky.gov/services/eprocurement/Pages/VendorServices.aspx full coverage of control systems and air conditioning and heating equipment. Note that this service applies to all mechanical systems within the buildings.

It is the intent of these specifications to provide the Owner with the uniform services from reliable service contractors. It is expected that each Contractor under this agreement shall perform service in a workmanlike manner and keep all equipment on premises in proper working conditions according to design specification.

This is to be a comprehensive full service mechanical maintenance services contract. This is a service contract whereby, for the value of the bid price per year, the Owner shall not receive any billings for any repairs or equipment replacement for the entire building.

The emphasis in this contract is on Preventative Maintenance. Excessive failures caused by belt breakage, bearing failure, etc. indicating lack of preventative maintenance, will be considered cause for withheld payment and/or termination of the contract.

GENERAL CONDITIONS;

Environmental control systems and air conditioning equipment included those buildings specified in mechanical maintenance section "A".

Preventive Maintenance:

Preventive maintenance shall be determined so as to assure a uniform detailed method of scheduling work needed to maintain the system at proper operating level. A schedule of the preventive maintenance shall be submitted and approved by Kentucky State Penitentiary. All preventive maintenance work is to be done prior to seasonal start-up of equipment.

A schedule of calibration of controls and preventive maintenance for air conditioning by building shall be submitted with a beginning and completions date subject to the approval by the Penitentiary.

After each building is completed, the contractor shall furnish a written report, within ten days to the Penitentiary. This report shall outline by unit and date indicated calibration and inspection was performed and any repairs the contractor needs to make and a date for completion by the contractor. This report shall also indicate repairs by unit that should be addressed by the Penitentiary.

Monthly Visits/Reports

Vendor should come by at least one day per month to check performance of all equipment and make any necessary repairs and/or perform any preventive maintenance that is needed. Kentucky State Penitentiary shall be provided a quarterly report of all work performed and days the vendor was on site and

Document Description Page 7 why. Information should be mail to Jeremey Belt-Maintenance Branch Manager 266 Water St. Eddyville, KY 42038

Component Replacements:

Vendor will repair and/or replace worn or failed components and parts, which are maintained under this agreement. In addition, to prevent a system failure, repairs shall be made in a timely manner and replacement part orders must be expedited and installed immediately on receipt, Vendor will repair and/or replace doubtful temperature control components approaching the failure point. The agency will not receive any billings for the term of the contract. Replacement parts provided will be the same design as each of current systems exists. Replacement parts should be of current design to prevent system depreciation and obsolescence.

Contractor Examination of Premises

A site visit will be held at February 27th at 10:00 AM Central Standard Time at Kentucky State Penitentiary. All vendors must do the following to attend the site visit:

Contact the Commonwealth Buyer by February 25th of their intention to attend by email at Daniel.salvato@ky.gov

Contact Vanda Adamson at vandaj.adamson@ky.gov or 270-388-2211 ext.

212 by February 25th at 10:00 AM CST to give required information on attendees background checks.

Background checks are required of all site visit attendees. There cannot be any individuals allowed to enter the facility without the required background check.

Do not bring anything to the background check with the exception of a pen/pencil and notepad. Phones, cameras etc. are required to be left in the bidders vehicle.

All attendees are required to meet at Kentucky State Penitentiary, 266 Water Street, Eddyville, Kentucky. All vendors shall meet at the front gate of Kentucky State Penitentiary.

Potential Bidders will be given the opportunity to visit each building to become familiar with the existing equipment and system conditions and requirements;

and to determine existing conditions under which the work is to be performed and verify all factors that may affect the service performed. Failure to discover or anticipate conditions and events shall not relieve the successful Contractor from performing the maintenance outlined in this contract and shall not result in any additional cost to the Owner. A careful evaluation of each temperature control system should be performed. Failure to view a component will not exclude its being covered by this agreement.

Document Description Page 8 mailto:Daniel.salvato@ky.gov mailto:vandaj.adamson@ky.gov

At the start of the contract, the Institution service requirements will be honored with all equipment and systems received in their current state or condition (“as-is”).

Equipment Condition

All equipment covered by this contract presently is being maintained under a contract similar to this one; however, no guarantee is made as to the exact condition of the equipment at the time of the effective date of this contract. It is expected that each Contractor will inspect KSP prior to submitting a bid and make allowances for existing conditions.

Obsolete Equipment

Any mechanical or electrical part, component, or assembly that must be replaced, repaired, or renewed as a result of normal wear and breakage, but is unavailable from the original manufacturer due to obsolescence, still remains the Contractor’s responsibility to replace, repair, or renew from another available and reliable source acceptable to the Owner.

The Contractor is not required to:

1. Make repairs or renewals by reason of negligence or misuse of the equipment beyond the control of the contractor.

2. Install new attachments as recommended by insurance companies or governmental authorities.

3. Make replacements of parts with a different design.

4. Be liable for any loss, damage or delay caused by strikes, lockout, fire, explosion, (except such fire or explosions as may be caused by the acts or omissions of the Contractor), theft, floods, riot, civil commotion, ware, malicious mischief, act of God, or any cause beyond the Contractor's control.

5. Be liable for injuries or damage to persons (other than contractors’ employees) or property except those directly due to the acts or commissions of the contractor.

Performance Review:

A periodic review of services will be provided to ensure proper procedures and responsibilities are being met. Vendor and Kentucky State Penitentiary shall discuss work performed and other areas of service. Vendor will supply Kentucky State Penitentiary with a list of suggested operating procedures to reduce energy consumption, minimize operating costs and meet changing needs.

Emergency Service:

Document Description Page 9

Back up emergency service will be provided 24 hours a day to minimize downtime and inconvenience.

Emergency response time shall not exceed four (4) hours.

Experience: The service company shall have a minimum of five (5) years experience in the commercial mechanical and temperature control maintenance business.

All state and local licenses and certificates; including insurance, are required of vendors and vendor technicians.

Service technicians must respond to service calls within four (4) hours. The service people assigned to maintain the temperature control systems will be certified control specialists with a minimum of five (5) years experience fully trained to service pneumatic, electric and electronic controls as required.

Inventory and Test Equipment:

The service company shall maintain in their local office an adequate inventory of replacement parts and shall also carry an inventory on their service trucks to assure prompt replacement of failed components in an emergency situation.

The service company shall demonstrate they own the proper tools and test equipment to maintain all the systems under contract. Contractor shall furnish a list of references demonstrating the contractually ability to maintain control system by various manufacturers.

The vendor shall stock and furnish all necessary refrigerants.

Procedure:

The temperature control devices listed in the maintained equipment schedule are a representation of controls that exist in the buildings, as listed. All elements of the temperature control systems that are necessary and essential to the proper operation and function of said system shall be included.

Examples of control devices to be maintained include, but are not limited to: air compressors, valves, actuators, sensors, thermostats, relays, flow switches, damper motors, controllers, lubrication, adjustment, calibration, major check items, and inspections etc.

Full responsibility maintenance i.e., preventive maintenance, component repair and replacement, and emergency service response twenty-four (24) hours per day shall be provided on the temperature control system as follows.

This listing is intended to identify areas of control that require maintenance services. Be sure to include comprehensive coverage on all associated temperature control devices.

Document Description Page 10

PNEUMATIC TEMPERATURE CONTROLS

FAN SYSTEMS AND HVAC UNIT CONTROLS

1. Review sequence of operation

2. Check and operate all dampers and lubricate

3. Check and operate pilot positions

4. Check and operate all control valves

5. Calibrate all controllers

6. Calibrate all transmitters and receiver gauges

7. Check and operate all solenoid air valves, PE switches and air valves

8. Check and operate all auxiliary control devices

9. Clean/wipe down panel face

Annual Inspection Heating and Cooling:

Air Compressor:

1. Drain tank and check traps

2. Change oil and check oil pressure (Record)

3. Change belt and check sheaves as required

4. Change suction filter annually or as required

5. Check and operate unloaded and check valve

6. Check and operate high-pressure safety valve

7. Check and operate motor operating conditions and lubricate

8. Check and operate PE switch, starters, and alternators

9. Clean and paint as required

10. Record compressors run time

Refrigerated Air Dryer

1. Check refrigerant for proper charge

2. Check refrigerant charge, evaporator coil temperature, and record

3. Clean condenser and cover grills

4. Check drain traps and by pass valves

5. Clean and paint as required

Filter and Pressure Reducing Station

1. Check particle filters (change annually as necessary)

2. Check filter

3. Check pressure reducing valve settings

4. Check low pressure safety valve

Boiler. Chiller. Converter, Pumps and Zone Control-Semi Annual:

Document Description Page 11

1. Calibrate all controllers

2. Calibrate all transmitters and receiver gauges

3. Check and operate all PE switches

4. Check and operate all control valves

5. Check and operate all pilot positioners

6. Check and operate all auxiliary control devices

ELECTRONIC CONTROLS:

Fan System and HVAC Unit Controls:

1. Review sequence of operation

2. Check and calibrate all electronic controls

3. Check all control valves and wiring

4. Check operation of all dampers and lubricate

5. Check all relays and terminal connections

6. Check voltages to controlled devices

7. Check all auxiliary control devices

8. Clean/wipe down panel face

Boiler. Chiller, Converter Pumps and Zone Control:

1. Check and calibrate all controllers

2. Check all control valves and wiring

3. Check all immersion and outdoor elements

4. Check all relays and terminal connections

5. Check voltages to controlled devices

6. Check all auxiliary control devices

Control Panels:

1. Check and calibrate all controllers

2. Check all solid-state drives

3. Check all electric heat controllers

4. Check primary and secondary transformer voltages

5. Check all auxiliary devices

AIR CONDITIONING EQUIPMENT:

Scope

The service contractor is required to furnish labor, tools, equipment, replacement parts for maintaining refrigeration equipment at Kentucky State Penitentiary as specified for the items of equipment listed on Schedule "A" by building. It is understood that compressors, chillers, couplings, all safety devices, controls, and other devices located on the equipment are included.

Document Description Page 12

This work shall also include interlocking controls such as relays and flow switches, all interconnecting refrigerant piping, insulation on the equipment and refrigerant piping, all temperature and pressure instruments, devices that monitor and control the wiring from the main motor starter to the main motor starters, and air cooled condensers their fan motors and starters.

This contract will not cover underground piping, wiring and/or electrical boxes except as noted above located outside the units control panel. Also, the successful bidder is not responsible for any loss or damage of equipment due to voltage over/unloads or excessive volt imbalance.

This specification provides for complete full service mechanical maintenance coverage including examinations, cleaning, lubrication, adjusting, parts replacement, repairs, preventative maintenance, testing, etc.

The scope of maintenance includes, but is not limited to, the included Technical Specifications; which covers the type of maintenance required for each type of equipment of system. At no time shall the maintenance be less than that required of the Original Equipment Manufacturer (OEM).

The included Schedules of Mechanical Equipment includes, but is not limited to, the equipment and systems listed by buildings. The intent of these schedules is to convey the magnitude of the contract. These schedules shall not be considered to be totally inclusive or completely accurate. If equipment or systems are not listed, it does not relieve the Contractor from performing the building’s Preventative Maintenance or Full Maintenance obligations. Inaccurate information within the schedule also does not relieve the Contractor from performing the work specified.

Inspections:

The contractor shall include preventive maintenance inspections as follows:

Spring start-up to be performed prior to anticipated equipment start-up April 1st.

Winter shut down and monthly inspections during the operating season. The contractor should anticipate an operating season from March through November.

CENTRIFUGAL CHILLERS: Spring Start-UP:

Perform refrigerant test and spectrographic oil analysis. After results are obtained a copy of each will be submitted to the Penitentiary and one (1) copy will be retained by the contractor.

1. Clean oil pumps and replace filter

2. Service oil pump for proper operation

3. Service oil heater for proper operation

4. Service purge unit, including lubricating motor, changing oil, cleaning drum and checking condition of drive belt and adjusting tension

5. Purge air and non-condensable from refrigerant system

Document Description Page 13

6. Calibrate operating and safety control; including cleaning electrical contacts, Checking set points of controls and limits, and sequence test all controls

7. Test machine and piping for oil, water, and refrigerant leaks; repair any found

8. Calibrate external gauges and thermometers

9. Service the capacity control system for proper operation and lubricate vane linkages

10. Check refrigerant charge for proper amount; charge into the system as necessary

11. Inspect motor starter coils, contacts, and meters

12. Check operating current and voltage

13. Meg motor insulation resistance

14. Lubricate motor bearings and d all moving parts

15. Check condition and alignment of drive section

16. Check cooling water flow to motor and oil cooler

17. Check transmission assembly for proper lubrication

18. Inspect bearings, thrust disc, and oil seals

19. Observe bearings and operating surface temperatures

20. Measure vibration on compressor, main bearings, motor, and impeller

21. Check Vibration on compressor main bearings, motor, and impeller

22. Check chiller for proper refrigerant level and inspect rupture disc for corrosion or leaks

23. Service flat control operation as required

24. Inspect condenser water and chilled water connections for leaks, repair or tighten as necessary

25. Visually inspect condenser tubes, brush tubes, and inspect front and back crown sheets for corrosion or pilling

26. Clean and service all hot/cold water circulating pumps.

Monthly Preventive Maintenance During Operating Season:

1. Check the overall operation of the machine

2. Check supply water temperatures and return water temperatures

3. Check the refrigerant charge

4. Check oil level and temperature

5. Inspect for excessive vibration, temperature, or noise

6. Check operating safety and capacity controls

7. Check the operation of the purge system

8. Conduct meeting with Penitentiary personnel to discuss operation of the machine

Winter Shut Down:

1. Prepare machine of winter period of no operation

2. Check that oil heater is functioning properly and are on

3. Repair insulation on equipment and piping; as necessary

RECIPROCATING MACHINES: Spring Start Up:

1. Before changing oil, obtain an oil sample for spectrograph analysis.

When analysis is obtained furnish one (1) copy to the Penitentiary.

Contractor shall maintain one (1) copy in file

Document Description Page 14

2. Change the filter driers core where provided

3. Meg motor insulation resistance

4. Inspect the operating and safety controls and repair as necessary

5 . Test the low oil pressure cut off switch to the time delay rating and the pressure differential specified by the compressor manufacturer, replace if necessary

6. Leak test the system and repair any and all leaks

7. Inspect all associated gauges and thermometers for correction operation

8. Inspect and clean air-cooled condenser and condenser coils as needed

9. Check all electrical connections

10. Check the motor and fan for proper operation

Monthly Preventive Maintenance During Operating Season:

1. Check refrigerant charge

2. Check oil change and operating temperatures

3. Check the operating and safety controls

4. Inspect the air-cooled condensers for cleanliness and proper operation

Winter Shut Down:

Shut down is the same as for centrifugal machines

RESPONSIBILITY OF THE KENTUCKY STATE PENITENTIARY

Preventive Maintenance:

The Kentucky State Penitentiary will be responsible for the preventive maintenance listed below on the air handling equipment and air cooled condensers serving the Penitentiary. Preventive maintenance on this equipment will consist of the following:

Air Handling Units:

1. Inspect and change filters as needed.

2. Lubricate motors as needed.

Air Cooled Condensers:

1. Check condenser fan motors and blades and replace if necessary.

2. Lubricate condenser fan bearings when needed.

3. Check condenser screws and bolts for tightness

Document Description Page 15

The Kentucky State Penitentiary will be responsible for replacing or repairing all air handlers/condenser fan motors and condenser fan blade. Kentucky State Penitentiary shall be responsible for changing all filters on the air handlers.

The vendor shall be responsible for repairing/replacing all air handlers blower wheels. All hot/cold circulating pump motors shall be the responsibility of the vendor.

A. Submittal Documentation

The Contractor shall submit quarterly, proof-of-work documentation as specified upon award.

A. Documentation At the end of each quarter, the Contractor shall furnish the following documentation for each building: all service logs, all work orders, all repair orders, all subcontractor invoices, all disposal manifests, etc. The submittal must be organized into one document and follow a similar outline for each quarter. Minimum organizational requirements are:

1. Submit documentation electronically by email. 2. Prepare covers with printed title providing all pertinent information and date.

3. Include a searchable bookmarked Table of Contents for each document.

4. Internally subdivide the document contents with page dividers, logically organized with tab titling clearly printed corresponding to Table of Contents or Index.

5. Include a directory listing names, addresses, telephone numbers and emails of key personnel and their contact information.

B. Performance Contracts

The Contractor must meet and comply with Performance Contracts that may exist or arise during the time of this contract.

C. Warranty Provisions

The Contractor must meet and comply with Warranty Provisions that may exist or arise during the time of this contract.

D. Contractor Responsibility The Contractor Responsibility is as stated above in the Scope of Work.

E. Liability and Property Damage Insurance

Document Description Page 16

The contractor shall indemnify, defend, and hold harmless all the state officials and the Commonwealth of Kentucky and all officials, employees and participating householders of the Commonwealth of Kentucky against any losses, claims, actions, damages, liability, and expenses, including but not limited to those in connection with loss of life, bodily and personal injury, or damage to property occasioned wholly or in part by the contractor or by persons employed directly or indirectly by the contractor in connection with the used electronic equipment collection, transportation, dismantling, salvage, sale, reuse, and / or recycling.

The contractor shall obtain and maintain in full force, for as long as necessary to fund the contractor’s indemnification and defense obligations, the following types and amounts of insurance:

A Commercial Liability Insurance policy shall afford limits of no less than the following:

$2,000,000 - General Aggregate $1,000,000 - Products and Completed Operations Aggregate $1,000,000 - Personal and Advertising Injury $1,000,000 – Each Occurrence $ 50,000 – Fire Damage $ 5,000 – Medical Expense

An automobile/truck liability insurance policy covering owned, non-owned, and hired vehicles. Said policy of insurance to have a minimum limit of $1,000,000 per occurrence combined single limit for bodily injury, including death and property damage.

A Worker’s Compensation and Employer’s Liability insurance policy with Kentucky statutory limits for workers compensation and a minimum of $1,000,000 per accident for employer’s liability.

F. Indemnity The contractor (undersigned) jointly and severally agrees to indemnify and save harmless the Commonwealth (Indemnified) and their successors and assigns, from any claim, action, liability, loss, damage or suit, arising from the claim against the Commonwealth as a result of the contractor’s actions. In the event of any asserted claim, the Indemnified shall provide the undersigned reasonably timely written notice of same, and thereafter the undersigned shall at its own expense defend protect and save harmless Indemnified against said claim or any loss or liability there under. In the further event the

Document Description Page 17 undersigned shall fail to so defend and/or indemnify and save harmless, then in such instance the Indemnified shall have full rights to defend, pay or settle said claim on their own behalf without notice to undersigned and with full rights to recourse against the undersigned for all fees, costs, expenses and payments made or agreed to be paid to discharge said claim. Upon default, the undersigned further agree to pay all reasonable attorneys’ fees necessary to enforce this agreement. This agreement shall be unlimited as to amount or duration.

G. Withholding of Payment (if awarded full maintenance) Excessive failures caused by belt breakage, bearing failure, etc., indicating lack of preventative maintenance, will be considered cause for withheld payment and/or termination of the contract.

H. Method of Payment

1. As Needed Maintenance: Repair parts and equipment shall be billed at vendors cost with receipt of proper invoice. Hourly rates for repairs shall be billed on same invoice. Payment will be made upon receipt of acceptable documentation and agreement that work was satisfactorily performed.

2. Mechanical Maintenance: Payments shall be made in twelve (12) equal monthly installments. The Contractor shall submit billing/invoices on the first (1st) day of each following month. Invoices shall be on an invoice form approved by the Department of Corrections Northpoint Training Center.

Payment will be made upon receipt of acceptable documentation and agreement that work was satisfactorily performed.

I. Work Hours Routine Preventative Maintenance for the equipment listed below shall be performed during normal business hours. No overtime shall be billed to the Owner for emergency repairs that take place on overtime. Response time shall be no greater than 1 hour for emergencies and 24 hours for non-emergencies.

J. Minimum Contractor Qualifications The Contractor shall be competent and experienced in the field of mechanical and electrical maintenance service with a minimum of five (5) years prior experience on comparable, similar equipment/systems. The Contractor shall be qualified (or employ qualified subcontractors) to provide all services required per this contract.

Document Description Page 18

The Contractor must have a Mechanical License. Service Technicians must be trained and have proper credentials for the work which is being undertaken. In addition, the Contractor must have or employ a qualified Building Automation System technician and emergency generator test technician. The Contractor is urged to consider the services of an air filter replacement company. Air filters must be replaced routinely as specified.

The Contractor must be located so as to provide Emergency Service response times within 1 hour of the received call and as specified below. Service vehicles shall be stocked with common replacement parts and necessary tools to expedite the repair. A service vehicle must be maintained and located within 60 miles of the Owner’s building(s).

The Contractor shall have an adequate number of service personnel so when the Owner or the Contractor’s employee places a Service Call, the repair crew shall respond within twenty-four (24) hours.

If the call is classified as an Emergency Service Call, the response time shall be 1 hour. An Emergency Service Call is determined to be a situation in which the equipment and/or system non-operation will affect the building’s normal operations. Individual rooms, which are not unique to the building’s operations (i.e.: computer classrooms, offices, etc.) will not be considered an emergency service call as long as vacant rooms of similar type are available.

Repair shall be completed in a timely manner and replacement part orders must be expedited and installed immediately on receipt. Coordinate estimated time of repair with the Owner.

K. CONTRACTOR EMPLOYEES

The Contractor shall provide trained, experienced and full-time employees acceptable to the Owner. All employees providing service for the Owner must have this contract in their possession to have a clear understanding of the Contractor’s responsibilities and to correctly document work performed referencing the correct equipment numbers, locations, building, institution, etc

The Contractor’s employees are expected to act in a professional manner when encountered by students, residents, staff, and visitors of the various buildings.

The Contractor’s employees shall discharge their duties in a courteous and

Document Description Page 19 efficient manner. The Contractor shall not employ any person about the premises who shall use improper language or conduct themselves in a loud boisterous or otherwise improper manner. It shall be the duty of the Contractor to look after employees to ensure they maintain a high standard of service. The performance of such obligations shall be determined at the discretion of the Owner.

The successful contractor must furnish to the Owner, certificate of proof of his authorization to perform work on various types of equipment as found at the facility. The contractor shall also indicate the number of serviceperson(s) available who comply with this. The contractor must also indicate the extent of availability of manufacturers engineering design support. The bidder must certify to the conditions contained in this paragraph. The specified hours and training is not intended to require hours and training on each manufacturer’s piece of equipment listed, but only on the interested contractor applicable equipment. All interested bidders must be familiar and knowledgeable of all involved refrigeration equipment/systems.

All Preventative Maintenance and repairs executed by routine service and repair personnel shall be under the direct supervision of a full time maintenance supervisor employed by the Contractor.

Qualified service person(s) assigned by the Contractor must be available at all times to perform the maintenance and repairs, which may become necessary during the term of the contract.

Contractor shall have a Refrigerant Storage/Recovery and Recycling Unit available to service refrigeration systems in accordance with the “Clean Air Act”.

The Contractor shall conform to the Owner’s conduct rules and facility practices. The listed requirements below shall be followed at a minimum:

Contractor personnel are forbidden to fraternize with any residents, patients, staff or visitors at the facility.

Clear background checks are required for all personnel who wish to enter onto facility grounds.

Drug or alcohol possession/use is strictly forbidden.

All roads/parking must be kept in passable condition for fire protection purposes.

Document Description Page 20

Weapons, ammunition, and other dangerous instruments are forbidden on facility grounds.

Parking permitted only in areas designated for Contractor’s use by the Owner.

The Owner will not receive, store or be responsible for Contractor’s materials.

Permission must be obtained from Owner for work to be scheduled outside the hours of 8:00 am to 4:30 pm weekdays, anytime weekends, or anytime on holidays.

OSHA and NFPA Safety Codes are to be adhered to.

If any chemicals are to be used by the Contractor, copies of SDS for the chemicals are to be provided to the Owner.

Any injury, or situation, including an injury to Contractor personnel involving emergency services (fire department, police, ambulance, etc.) is to be reported to the Owner.

All workers shall dress appropriately and conduct themselves in a manner acceptable to the Owner.

Smoking or tobacco use, including e-cigarettes, are not allowed at this facility.

Identification Badges must be worn above waist and at all times.

Workers must carry keys and fire keys. Lost keys must be reported to Owner or designee immediately. Contractor may be responsible for expense of paying for lost keys or re-keying of locks when determined by Owner or designee.

Employees are expected to follow facility policies regarding reporting abuse, neglect and incident reporting.

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

Section 3 Purpose The purpose of this solicitation is to request vendor responses in order to provide these items under contract to agencies as needed.

Section 4 General

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

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

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

Section 6 Renewal Clause – Optional Renewal Period This contract may be extended at the completion of the initial contract period for four

(4) additional two-year periods. This extension must have the written approval by all parties. If the contract resulting from this solicitation provides for an optional renewal period, the Commonwealth of Kentucky reserves the right to renegotiate any terms and/ or conditions as may be necessary to meet requirements for the extended period. The vendor will be advised of any proposed revisions prior to the renewal periods. In the event proposed revisions cannot be agreed upon, either party shall have the right to withdraw without prejudice from either exercising the option or continuing the contract in an extended period.

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

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

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Solicitation. Bids that contain products/specifications that fail to meet the minimum essential requirements shall be deemed non-responsive.

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

Section 9 Recycle Requirements Prospective bidders are required to comply with Recycle Requirements for the purchase of goods, supplies, equipment, materials and printing with a minimum recycled content to the extent practicable per 200 KAR 5:330. This regulation can be viewed on the Internet at <http://www.lrc.state.ky.us/kar/200/005/330.htm>.

Section 10 Signing Solicitation The vendor should complete the "Vendor" box on the face of the solicitation. An authorized representative of the vendor shall sign where indicated on the face of the solicitation. If the solicitation is not signed the proposal shall be deemed non-responsive.

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

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

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

Kentucky State Penitentiary

Extending the Contract Use to Other Agencies (include if not all state agency)

Document Description Page 23 http://www.lrc.state.ky.us/kar/200/005/330.htm

The Office of Procurement Services reserves the right, with the consent of the vendor, to offer the Master Agreement resulting from this solicitation to other State agencies requiring the product(s) or service(s).

Section 12 Solicitation Submission Requirements Vendors shall submit one (1) signed original of the solicitation response under sealed cover, which shall be received no later than the date and time indicated on the face of this solicitation. Any response received after this date and time shall be rejected and returned unopened to the bidder. Any response not under sealed cover shall be rejected.

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

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

Bid Responses shall be addressed and submitted to:

BID CLERK

COMMONWEALTH OF KENTUCKY

OFFICE OF PROCUREMENT SERVICES

Capitol Annex

702 Capitol Avenue, Room 095

FRANKFORT KY 40601

The outside cover of the package containing the Bid Response, at a minimum, shall be marked with:

NAME OF SOLICITATION

SOLICITATION NUMBER

NAME OF VENDOR SUBMITTING RESPONSE

DATE AND TIME OF BID OPENING

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

Section 13 Method of Award Best Value – Ranking Approach

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The Commonwealth intends to award a contract to the vendor, whose offer, conforming to the solicitation, is the most advantageous on the basis of "best value" for all products, services, and requirements contained herein.

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

Measurable Criteria:

Price 100 Points

Experience Pass/Fail

TOTAL POINTS 100 Points

Each vendor is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each vendor the maximum score based on the available data submitted by the Vendor. VENDOR SHALL ENTER UNIT PRICE AND TOTAL PRICE ON THE BID SHEET. If adequate space is not available, the vendor must attach additional information that clearly cross-references the appropriate location in the solicitation (i.e. page number, paragraph, subject, etc.).

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

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

PRICE (100 points) The bidder with the lowest Price receives the maximum score. The bidder with the next lowest Price receives points by dividing the lowest Price by the next lowest price and multiplying that percentage by the available points. For example, 100 points is allocated to the lowest Price criteria for this procurement, bidder “A” bids $3.00 as the lowest bidder and receives the maximum 100 points ($3.00 / $3.00 =

1.00 x 100 = 100). Assume bidder “B” is the next lowest bidder at $4.00, then “B” receives 75 points ($3.00 / $4.00) = .75 x 100 = 75).

Experience (Pass/Fail)

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Five (5) years experience is the minimum requirement for this criteria. Vendors shall submit with their solicitation response proof of the required experience as stated in the scope of work.

Best Value scoring is subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410).

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

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

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

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

KRS 45A.492 Legislative declarations.

The General Assembly declares:

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

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

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

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

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

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

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

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

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

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

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

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

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

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The reciprocal preference as described in KRS 45A.490-494 above shall be applied in accordance with 200 KAR 5:400.

Determining the residency of a bidder for purposes of applying a reciprocal preference Any individual, partnership, association, corporation, or other business entity claiming resident bidder status shall submit along with its response the attached Required Annual Affidavit for Bidders, Offerors, and Contractors Claiming Resident Bidder Status, unless a valid, Annual Affidavit is already on file with the Commonwealth.