Final_RFB_758_2400000526_1_SO_FORM.PDF

Document ID: RFB 758 2400000526 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Janitorial Service Bluegrass Station Bldg 415

Date Issued:

06/06/2024 Record Date:

06/05/2024

Solicitation Closes Date:

06/27/2024 Time:

13:30

Solicitation No:

RFB 758 2400000526

Online Bidding Prohibited: No For Information Call:

Sheila Durham 502-564-8626

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 758 2400000526 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Janitorial Services - Bluegrass Station Building 415

12.00000 MO

Comm Code Comm Description Manufacturer Model # Manuf Part #

91039 Janitorial/Custodial Services

Extended Description Janitorial services performed during the hours of 7:30 am to 3:30 pm, Monday through Friday, unless otherwise requested by Bluegrass Station.

Approximately forty (40) hours per week.

Carpeted flooring: 21,795 sq. ft.

VCT tile flooring: 22,422 sq. ft.

Approximately 44,217 sq. ft. total.

See Section 2 for details.

2 Carpet Cleaning 21795.00000 SQFT

Extended Description Shampoo all carpeted areas, approximately 21,795 square feet. This service will be done only at the request of Bluegrass Station. The vendor will be given at a minimum one (1) week notice for the service to begin. It is estimated that this service will be done once per year but may be more based on need. See Section 2 for details.

3 Floor Stripping & Waxing 22422.00000 SQFT

Extended Description All inclusive stripping and waxing of approximately 22,422 square feet of VCT (Vinyl Composition Tile) areas. This service will be done only at the request of Bluegrass Station. The vendor will be given at a minimum one (1) week notice for the service to begin. It is estimated that this service will be done once per year but may be more based on need. See Section 2 for details.

Shipping Information DMA - Bluegrass Stations Division

5751 Briar Hill Road

Billing Information DMA - Bluegrass Stations Division

5751 Briar Hill Road

Document ID: RFB 758 2400000526 Page: 3

Bldg 18 Lexington KY 40516-9721

Bldg 18 Lexington KY 40516-9721

Document ID: RFB 758 2400000526 Page: 4

Submission Checklist

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

Item Bid Information-Completed Bid Information-Completed

ELECTRONIC BID SUBMISSION

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

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

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

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

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

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.

The following items MUST be submitted prior to award:

_____REVENUE FORM 10A100 KENTUCKY TAX REGISTRATION APPLICATION

IF APPLICABLE (see Section 35)

_____CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF

STATE BY A FOREIGN ENTITY IF APPLICABLE (see Section 37)

_____REQUIRED AFFIDAVIT(S) (see Attachments A1, A2, A3) https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required %20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf

_____EEO FORMS IF APPLICABLE (see Section 32)

Document Phase Document Description Page 5

2400000526 Final Janitorial Service Bluegrass Station Bldg 415 Total Pages: 27 https://vss.ky.gov https://finance.ky.gov/eProcurement/Pages/default.aspx mailto:Finance.CRCGroup@ky.gov https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf

Request for Bid (RFB)

For

JANITORIAL SERVICES FOR BLUEGRASS STATION BUILDING #415

RFB 758 2400000526

Issued by The Finance and Administration Cabinet

On Behalf Of Department of Military Affairs

Release Date: June 6, 2024

Site Visit: June 13, 2024 at 10:00 AM ET (See Section 2) Vendors’ Written Questions Due: June 14, 2024 by 4:00 PM ET Commonwealth’s Response to Written Questions: June 17, 2024

CLOSING DATE AND TIME: June 27, 2024 at 1:30 PM ET

Commonwealth Buyer:

Sheila Durham

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 MERO STREET, FIFTH FLOOR

FRANKFORT KY 40622

(502) 564-8626 sheila.durham@ky.gov

BID READINGS

Any person wishing to hear a bid reading may call the OPS conference line at 844-603-5060, Participant Code 44510, at 3:30pm, ET on the bid closing date.

PLEASE READ THIS SOLICITATION AND ITS INSTRUCTIONS IN ITS ENTIRETY.

This is a Request for Bid (RFB).

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

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

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

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

Vendors should review and comply with the general bidding requirements listed under “Procurement Laws, Preference, Regulations and Policies” and “Response to Solicitation” located on the eProcurement Web page at http://eprocurement.ky.gov and respectively 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.

Document Phase Document Description Page 6 mailto:sheila.durham@ky.gov http://eprocurement.ky.gov https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

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:

Janitorial Services.

Section 2 Bid Specifications Janitorial Services for Bluegrass Station, Building 415 located at 5751 Briar Hill Rd., Lexington, KY 40516. See Commodity Line Extended Description for specifications.

Services are to be performed during the hours of 7:30 am to 3:30 pm, Monday through Friday, unless otherwise requested by Bluegrass Station. Approximately forty (40) hours per week is required. There is approximately 44,217 sq. ft. total.

Site Visit The Commonwealth has scheduled a site visit on Thursday, June 13, 2024, at 10:00 AM ET at the Department of Military Affairs, Bluegrass Station, Building 415, Lexington, KY 40516.

Prospective vendors planning to attend the site visit MUST notify the buyer via email at sheila.durham@ky.gov and provide the names of the representatives who will be attending, no later than Wednesday, June 12, 2024, at 11:00 AM ET stating their intention to attend, otherwise the site visit may be cancelled. Entry will be limited to only one (1) vendor representative from each company so please provide the name of the representative that will be attending when notifying the buyer.

The site visit will allow bidders a chance to satisfy themselves as to all general conditions that may affect the cost of performance of the contract; to the extent, such information is reasonably obtainable. The Commonwealth shall not be bound by oral statements made at the site visit or made at any other time by any member of the Commonwealth’s staff.

Pricing information shall not be made known in any form to agency representatives during the site visit. Failure to comply with this requirement shall render the bid non-responsive.

Vendors are not to ask questions during the site visit. All questions shall be submitted in writing to the Commonwealth Buyer.

In no event will a failure to attend the site visit constitute grounds for a claim after award of the contract.

Instructions for the day of the site visit Upon arrival, let the security guards at the gate know that you are there for a site visit with Joseph Barrett. All participants are to meet at Building 18 to sign the Site Visit Sign-in Sheet. In their own vehicles, participants will be escorted to Building 415. Late arrivals will not be allowed entry. The site visit should take no longer than one (1) hour.

2.1 Agency Responsibilities

Bluegrass Station will provide light, water, electricity, toilet paper, paper towels, trash can liners, sanitary bags, and hand soap. One lockable storage room will be provided for the vendor’s equipment and supplies. This area will remain clean and organized by the vendor.

2.2 Vendor Responsibilities

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The vendor will provide all labor, on-site supervision, cleaning chemicals, tools, equipment, cleaning supplies and all other necessary materials to perform the services. Safety Data Sheets (SDS) must be provided to Bluegrass Station by the vendor for all chemicals and cleaning products used on site. The vendor will use quality, industry-standard equipment. Equipment repairs and replacements must be made in a timely manner, downtime is unacceptable.

A vendor management representative shall be available via telephone or in person in a timely manner (generally understood to be within one (1) hour) to discuss problems and handle issues.

The vendor must provide a name and emergency number to reach a management representative.

For the first ninety (90) days of the contract period, Bluegrass Station will require bi-monthly, in person meetings with the vendor’s regional supervisor to ensure the cleaning crew assigned is familiar with the building and all cleaning tasks that need to be completed in performance of the cleaning schedule detailed below.

2.3 General Requirements

Bluegrass Station requires the necessary hours to be worked per week, estimated to be forty (40) hours per week, to meet all the requirements and specifications of the contract.

It is the vendor’s responsibility to meet all aspects of the contract. The vendor will coordinate with Bluegrass Station’s representative to avoid any cleaning procedures that would disrupt the customer’s employee’s workday or special events. If for some reason the primary representative is unable to work their scheduled hours, the vendor shall provide a substitute representative for those hours.

All employees of the vendor must sign in and out at the front desk of Building 415 in a contractor time book provided by the vendor, which the building’s Facility Manager will initial for accuracy.

Family members, minors, and friends cannot accompany any vendor’s employees while on duty.

All vendor personnel and employees must display company identification and a building badge at all times while working at Bluegrass Station.

All employees provided by the vendor to work in Bluegrass Stations buildings must have undergone an extensive background investigation prior to starting work on Bluegrass Station property. This requirement is the vendor’s responsibility and copies of the background investigation must be made available to Bluegrass Station prior to beginning work.

The vendor shall abide by all on-site security procedures, including speed limits and parking guidelines.

A contractor notebook provided by the vendor will be kept in Building 415 that includes daily worksheets on which items will be noted by the building’s Facility Manager that need to be acted upon during the next scheduled work shift. All items will be completed the day assigned unless otherwise noted and agreed upon. A checklist will need to be turned in weekly to the building’s Facility Manager.

The on-site supervisor will perform a daily building walk-through to assure that work performance is satisfactory and any duties that need immediate attention are performed before the crew is dismissed for the shift.

The on-site supervisor will need to deal with Bluegrass Station staff, both verbally and in writing, and provide translation services as needed to ensure full communication between Bluegrass Station’s staff and the vendor’s staff.

Failure to perform the terms, conditions and specifications of the contract will be brought to the vendor’s attention and, if necessary, noted in writing to the vendor and the Commonwealth Buyer at the Finance and Administration Cabinet overseeing the contract. Failure to correct the problems could result in termination of the contract. The schedule of service to be performed will not be changed, except by mutual agreement between Bluegrass Station and the vendor.

Document Phase Document Description Page 8

2.4 Trash

All trash will be delivered to the dumpster before the work shift is over. Trash will be placed in the dumpster and the dumpster left with the doors closed. Trash will not be stacked on top of the dumpster.

All recycling waste will be delivered to the recycling dumpster before shift is over. Recycling waste will be placed in the dumpster and the dumpster left with the doors closed as applicable. Recycling will not be stacked on top of the dumpster.

2.5 Schedule of Services

Daily

A. Restrooms (3 Women’s & 3 Men’s)

1. Replenish paper products in restrooms - Tri-fold white paper towel holders (10 total) and feminine product holders.

2. Replenish toilet paper – Large household rolls.

3. Clean and sanitize wash basins, urinals, commodes, and dispensers, removing all stains.

4. Sweep and mop floors.

5. Must use WET FLOOR signs and return to remove them when floor is dry.

6. Clean all mirrors.

7. Check showers and clean if they have been used. Six (6) shower stalls total, all tile.

7. Empty and replace all trash can liners.

8. Clean all chrome fixtures with industry approved chrome cleaner.

9. Stock and refill all soap dispensers.

10. Collect recycling waste.

B. Common Areas (Includes kitchen area, 2 training/conference rooms, and hallway) The kitchen and break areas are to be cleaned after 12:30 pm.

1. Wipe down break room counters and all tables.

2. Clean and sanitize sink.

3. Clean microwave and ice machine.

4. Spot clean floor.

5. Empty and replace trash can liners.

6. Clean all glass doors, six (6) sets total.

7. Collect recycling waste.

C. Offices

1. Empty wastebaskets, eighteen (18) offices with 40-60 employees/wastebaskets.

2. Clean, polish, and sanitize drinking fountains, four (4) total.

3. Vacuum and mop front entrance way, including removal of cobwebs.

4. Collect recycling waste.

Weekly

1. Wet mop all tiled areas, approximately 22, 422 square feet.

2. Clean glass windows in all office doors.

Three (3) Times Per Week

1. Sweep hallways, lobby, training rooms, all tiled areas, including beneath floor mats, around flagpole bases, including removal of cobwebs, approximately 22, 422 square feet.

Two (2) Times Per Month

1. Vacuum all carpeted areas thoroughly wall to wall, including beneath mats, under desks and chairs, approximately 21, 795 square feet.

2. Dust all office furniture in all offices, conference rooms, and classrooms.

Document Phase Document Description Page 9

3. Vacuum the bugs out of all 4’ fluorescent lights throughout all the offices, conference rooms, and classrooms.

Monthly

1. Buff all tiled areas, approximately 22, 422 square feet.

Special arrangements can be made with Building 415 management so this can be completed after hours.

As Needed

1. Strip and wax all tiled areas, approximately 22, 422 square feet.

Special arrangements can be made with Building 415 management so this can be completed after hours.

2. Shampoo all carpeted areas, approximately 21, 795 square feet.

This service will be at the request of the agency and vendor will be given a minimum of one (1) week notice for the services to begin. It is estimated that this will occur at least once per year but may occur multiple times based upon need.

2.5 Additional Information

Vendor employees should address any personnel matters to their supervisor or company office. All new employees must work with on-site supervision until properly trained to assume the duties in their designated area. Employees of the vendor shall be dressed in an approved uniform provided by the vendor or appropriate attire for an office work environment. Employees are expected to present a professional, business-like image to customers/clients, prospects, employees, and the public.

Bluegrass Station reserves the right to direct the supervisor of the vendor to address situations up to but not limited to directing employees to leave the premises for purposes of changing into suitable attire.

2.6 Drug and Alcohol Abuse

The vendor shall maintain a drug and alcohol-free workplace policy in line with all state and federal regulations.

2.7 Insurance Requirements

Successful bids shall be responsible for maintaining this coverage through the entire contract term:

1. Contractor’s General Liability Insurance in accordance with limits of liability of $1,000,000.00 per occurrence, $2,000,000.00 aggregate.

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 ACCORD Certificate prior to award:

a. The certificate holder listed as:

Finance and Administration Cabinet, DCM Office of Procurement Services 200 Mero Street, Fifth Floor Frankfort, Kentucky 40622

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

Failure to furnish said certificates or failure to maintain the required coverage throughout the life of the awarded contract shall be grounds for cancellation of the contract. The insurance coverage shall be in compliance with the laws of the Commonwealth of Kentucky and shall be placed with

Document Phase Document Description Page 10 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:

https://insurance.ky.gov/ppc/Company/Default.aspx.

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 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 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 from August 1, 2024 through July 31, 2025.

Section 6 Renewal Clause – Optional Renewal Period This contract may be extended at the completion of the initial contract period for six (6) additional one-year periods. This extension must have the written approval by all parties. If the contract resulting from this solicitation provides for an optional renewal period, the Commonwealth of Kentucky reserves the right to renegotiate any terms and/or conditions as may be necessary to meet requirements for the extended period. The vendor will be advised of any proposed revisions prior to the renewal periods. In the event proposed revisions cannot be agreed upon, either party shall have the right to withdraw without prejudice from either exercising the option or continuing the contract in an extended period.

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

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

Bidders who propose alternate brands/specifications should enclose descriptive literature with their bids so that the equality can be verified. Failure to enclose sufficient literature may result in a non-

Document Phase Document Description Page 11 https://insurance.ky.gov/ppc/Company/Default.aspx http://www.ambest.com responsive bid. If the brands are not changed, the contract will be written accordingly, and the successful bidder shall be required to deliver the brands/specifications stated in the solicitation.

Section 9 Recycle Requirements Prospective bidders are required to comply with Recycle Requirements for the purchase of goods, supplies, equipment, materials and printing with a minimum recycled content to the extent practicable per 200 KAR 5:330. This regulation can be viewed on the Internet at https:// apps.legislature.ky.gov/law/kar/200/005/330.pdf.

Section 10 Acknowledgment of Addenda It is the vendor's responsibility to check the web site for any modifications to this solicitation.

Electronic Bid submittal is the vendor’s agreement to be bound by the terms of all addenda issued.

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

Department of Military Affairs.

Extending the Contract Use to Other Agencies 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 Paper Bids are NOT acceptable for this RFB and shall be considered non-responsive.

Section 13 Method of Award Best Value – Ranking Approach The Commonwealth intends to award a contract to the vendor, whose offer, conforming to the solicitation, is the most advantageous on the basis of "best value" for all products, services, and requirements contained herein.

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

Measurable Criteria:

Price 90 Points

Years in Business 10 Points

TOTAL POINTS 100 Points

Each vendor is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each vendor the maximum score based on the available data submitted by the Vendor.

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

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

Document Phase Document Description Page 12 https://apps.legislature.ky.gov/law/kar/200/005/330.pdf https://apps.legislature.ky.gov/law/kar/200/005/330.pdf

A. PRICE (90 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, 90 points is allocated to the lowest Price criteria for this procurement, bidder “A” bids $3.00 as the lowest bidder and receives the maximum 90 points ($3.00 / $3.00 = 1.00 x 90 = 90). Assume bidder “B” is the next lowest bidder at $4.00, then “B” receives 67.5 points ($3.00 / $4.00) = .75 x 90 = 67.5).

B. YEARS IN BUSINESS (10 points) Vendors with the highest number of years of experience as a provider of janitorial services will receive a maximum of ten (10) points. The bidder with the next highest number of years of experience receives points by dividing the highest number of years by the next highest number of years and multiplying that percentage by the available points. For example, ten (10) points is allocated to the highest number of years of experience criteria for this procurement, bidder “A” bids twenty (20) years as the highest number of years and receives the maximum 10 points (20 / 20 = 1.00 x 10 = 10). Assume bidder “B” has the next highest number of years of experience at eight (8) years, then “B” receives four (4) points (8 / 20) = 0.4 x 10 = 4).

Vendors not providing documentation with their bid submission will receive zero (0) points for these criteria and may be deemed non-responsive and ineligible for award.

Verification documentation may include such items as Articles of Incorporation, Secretary of State Registration, Certificate of Assumed Name filed with the County Clerk, Business or Financial Records showing proof of purchase of business/company.

Vendor should enter the number of years in business ______________

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.

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

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

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

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

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

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

Determining the residency of a bidder for purposes of applying a reciprocal preference Any individual, partnership, association, corporation, or other business entity claiming resident bidder status shall submit along with its response the attached Required Annual Affidavit for Bidders, Offerors, and Contractors Claiming Resident Bidder Status, unless a valid, Annual Affidavit is already on file with the Commonwealth. The BIDDING AGENCY reserves the right to request documentation supporting a bidder’s claim of resident bidder status. Failure to provide such documentation upon request shall result in disqualification of the bidder or contract termination.

A nonresident bidder shall submit, along with its response, its certificate of authority to transact business in the Commonwealth as filed with the Commonwealth of Kentucky, Secretary of State. The location of the principal office identified therein shall be deemed the state of residency for that bidder. If the bidder is not required by law to obtain said certificate, the state of residency for that bidder shall be deemed to be that which is identified in its mailing address as provided in its bid.

Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410).

Pursuant to 200 KAR 5:410, and KRS 45A.470, Kentucky Correctional Industries will receive a preference equal to twenty (20) percent of the maximum points awarded to a bidder in a solicitation. In addition, the following “qualified bidders” will receive a preference equal to fifteen (15) percent of the maximum points awarded to a bidder in a solicitation: Kentucky Industries for the Blind, any nonprofit corporation that furthers the purposes of KRS Chapter 163 and any qualified nonprofit agencies for individuals with severe disabilities as defined in KRS 45A.465(3). Other than Kentucky Industries for the Blind, a bidder claiming “qualified bidder” status shall submit along with its response to the solicitation a notarized annual affidavit, which affirms that it meets the requirements to be considered a qualified bidder- annual affidavit form included. The annual affidavit form is not required if a valid, annual affidavit is already on file with the Commonwealth. If requested, failure to provide documentation to a public agency proving qualified bidder status may result in disqualification of the bidder or contract termination.

Past Vendor Performance may be considered in the award of this Contract. Vendors with a record of poor performance in the last twelve (12) months may be found non-responsible and ineligible for award.

Section 14 Tax Exempt Status Do not include Federal Excise Tax, Kentucky Sales or Use Tax in prices quoted in response to this solicitation.

Section 15 Basis of Price Revisions PRICE ADJUSTMENTS: Unless otherwise specified, the prices established by the contract resulting from this solicitation shall remain firm for the contract period subject to the following:

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

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

B: Price Decreases: The contract price shall be reduced to reflect any industry wide price decreases.

The contract holder is required to furnish the Office of Procurement Services with notice of any price decreases as soon as such decreases are available.

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

Section 16 Vendor Terms and Conditions Solicitation or quotation forms that include terms and conditions not in conformity with the terms and conditions of this solicitation or the Statutes of the Commonwealth of Kentucky may be deemed non-responsive.

The Commonwealth of Kentucky shall not be bound by any part(s) of the bidder’s response to this solicitation that contains information, options, conditions, terms, or prices neither requested nor required in the solicitation. In the event of any conflicts between the specifications, terms and conditions indicated by the Commonwealth and those indicated by the contractor, those of the Commonwealth take precedence. The contract supersedes all bids or other prior agreements, oral or written, and all other communications between the parties relating to this subject.

Section 17 Post Contract Agreements The resulting contract shall constitute the entire agreement between the State and awarded contractor. Unless contractually provided, State agencies utilizing this contract will not be required to enter into nor sign further agreements, leases, company orders or other documents to complete or initiate the terms of a contract resulting from this solicitation or offer. Any such documents so obtained will be non-binding on the State and agents of the State and will be cause for breach of contract.

Section 18 Quantity Basis of Contract – Estimated Quantities Any and all quantities mentioned in this solicitation are purely estimates and are not to be implied nor inferred as being guarantees. The State is obligated to buy only that quantity needed by its agencies during the term of the contract. Requirements may exceed the quantities shown and the contractor will be required to furnish all requirements shown on Delivery Orders dated during the life of the contract.

Section 19 Vendor’s Report The vendor(s) may be asked to furnish the buyer, Office of Procurement Services, a report showing volume which has been sold to the Commonwealth and its using agencies each six (6) months of the contract period. The report will include political subdivisions and university purchases. This report may be the vendor’s computer printout sheet or form. This shall apply to all items, which are to become a part of this contract. This report must reference usage by brief description, product number or other format designated by the Office of Procurement Services.

Section 20 FOB Basis of Shipment – Vendor Responsible Quotations of unit prices on this solicitation shall be F.O.B. Destination Freight Prepaid and Allowed. The vendor shall be fully responsible for all shipments and freight charges involved to the ordering agency.

Section 21 Cancellation Clause – 30 Day Notice The Commonwealth may cancel the contract established from this solicitation by giving written notice thirty (30) days prior to effective cancellation date. In the event such action is taken, the

Document Phase Document Description Page 15 contract shall be null and void upon receipt of a Modification from the Office of Procurement Services canceling the contract.

Section 22 Exception to Required Use of Contract The establishment of this Master Agreement is not intended to preclude the use of similar products when requested by the agency. The Commonwealth of Kentucky reserves the right to contract for large requirements by using a separate solicitation.

Section 23 Service Performance All services performed under this contract, if applicable, shall be in accordance with the terms and provisions of the contract. It will be the agency’s responsibility to ensure that such services rendered are performed and are acceptable.

The relationship between the State and the Contractor is that of client and independent contractor.

No agent, employee, or servant of the contractor or any of its subcontractors shall be or shall be deemed to be an employee, agent, or servant of the State for any reason. The contractor will be solely and entirely responsible for its acts and the acts of its agents, employees, servants, and subcontractors during the performance of this contract.

Major deviations of services performed will not be made without the written approval of the Office of Procurement Services. Problems that arise under any aspect of performance should first be resolved between the vendor and the agency. Either party should refer in writing any such problems and/or disagreements that cannot be resolved to the Office of Procurement Services for settlement.

Section 24 Addition or Deletion of Items or Services The Office of Procurement Services reserves the right to add new and similar items, with the consent of the vendor, to any contract awarded from this solicitation. The Office of Procurement Services to effect this change will issue a contract Modification. Until such time as the vendor receives a Modification, the vendor shall not accept Delivery Orders from any agency referencing such items or services.

Section 25 Agreement between Parties By submitting a bid, the bidder acknowledges and agrees to be bound by the terms and conditions of the solicitation.

The bidder agrees that a resulting contract is the complete and exclusive statement of the agreement between the parties, which supersedes all prior agreements, oral or written, and all other communications between the parties relating to the subject matter of this solicitation. It is further agreed between the parties, that any valid modification of contractual agreement must be formalized by issuance of a Contract Modification from the Office of Procurement Services.

Purchase or Sales Agreements, supplied by the bidder making an offer, in reply to the solicitation, will not be accepted. The only terms and conditions acceptable to the Commonwealth of Kentucky are as outlined in the solicitation. Bids not conforming will be considered as non-responsive.

Section 26 Governmental Restrictions In the event any Governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship, or performance of the items offered on this proposal prior to delivery, it shall be the responsibility of the successful bidder to notify the Office of Procurement Services in writing, indicating the specific regulation which requires such alterations.

The Commonwealth reserves the right to accept any such alterations, including any subsequent price adjustments, or to cancel the contract.

Section 27 Payments

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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 or a vendor’s invoice in accordance with KRS

45.453 and KRS 45.454.

Section 28 Inspection All supplies, equipment and services shall be subject to inspection or tests by the Commonwealth prior to acceptance. In the event supplies, equipment or services are defective in material or workmanship or otherwise not in conformity with specified requirements, the Commonwealth shall have the right to reject the items or services or require acceptable correction at the Vendor’s expense.

Section 29 Inquiries All questions shall be submitted in writing by June 14, 2024 by 4:00 PM ET to the Commonwealth buyer listed below. No questions shall be accepted after the date(s) listed unless the question(s) is considered material to the procurement. The Commonwealth shall respond to salient questions in writing by issuing an addendum to the solicitation. The addendum shall be posted to the Kentucky Vendor Self Service site.

(SUBMIT QUESTIONS ON ATTACHMENT B – VENDORS’ QUESTION FORM)

Sole Point of Contact – Commonwealth Buyer The Commonwealth Buyer listed 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 addressed to:

Commonwealth Buyer Sheila Durham

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 MERO STREET, FIFTH FLOOR

FRANKFORT KY 40622

(502) 564-8626 sheila.durham@ky.gov

Restrictions on Communications From the issue date of this solicitation until a contractor(s) is selected and the selection is announced, offerors are not allowed to communicate with any Commonwealth Staff concerning this solicitation except:

The Commonwealth Buyer cited in this solicitation;

Commonwealth representatives during the Vendors’ Conference; or Via written questions submitted to the Commonwealth Buyer

Potential bidders should clearly understand that any verbal representatives made or assumed to be made during any oral discussions held between representatives of potential bidders and any state employee or official are not binding on the Commonwealth of Kentucky.

For violation of this provision, the Commonwealth shall reserve the right to disqualify the bid/ proposal.

Section 30 Subcontracts The contractor is permitted to make subcontract(s) with any other party for furnishing any of the work or services herein. The contractor shall be solely responsible for performance of the entire

Document Phase Document Description Page 17 mailto:sheila.durham@ky.gov contract whether or not subcontractors are used. The Commonwealth shall not be involved in the relationship between the prime contractor and the subcontractor. Any issues that arise as a result of this relationship shall be resolved by the prime contractor.

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

Section 31 Federal Tax Exempt Purchases by the Commonwealth of Kentucky Contracts Direct with Manufacturer: In the event a manufacturer bids direct and is awarded a contract, the Office of Procurement Services shall request the contractor to furnish evidence of registration with the U.S. Internal Revenue Service. This registration shall be in accordance with the “Temporary Rules, 1958 Excise Tax Act”. After such registration, individual Excise Tax Exemption Certificates are not necessary on each individual order issued against the contract by the Office of Procurement Services. Therefore, quoted prices must be exclusive of Federal Excise Taxes.

Contract With Other Than Manufacturer: If successful bidder is other than the manufacturer, the Office of Procurement Services will furnish a Tax Exemption Certificate with each individual order issued against this contract. Therefore, quoted prices must be exclusive of Federal Excise Taxes.

Section 32 EEO Requirements The Equal Employment Opportunity Act of 1978 applies to All State government projects with an estimated value exceeding $500,000. The contractor shall comply with all terms and conditions of the Act.

Section 33 Governing Law This contract shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky. Any action brought against the Commonwealth on the contract, including but not limited to actions either for breach of contract or for enforcement of the contract, shall be brought in Franklin Circuit Court, Franklin County, Kentucky in accordance with KRS 45A.245.

Section 34 Protest Pursuant to KRS 45A.285, the Secretary of the Finance and Administration Cabinet, or his designee, shall have authority to determine protests and other controversies of actual or prospective offerors in connection with the solicitations or selection for award of a contract.

Any actual or prospective offeror or contractor, who is aggrieved in connection with solicitation or selection for award of a contract, may file protest with the Secretary of the Finance and Administration Cabinet. A protest or notice of other controversy must be filed promptly and in any event within two (2) calendar weeks after such aggrieved person knows or should have known of the facts giving rise thereto. All protests or notices of other controversies must be in writing and shall be addressed and mailed to:

HOLLY M. JOHNSON, SECRETARY

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

200 MERO STREET, FIFTH FLOOR

FRANKFORT KY 40622

The Secretary of Finance and Administration Cabinet shall promptly issue a decision in writing. A copy of that decision shall be mailed or otherwise furnished to the aggrieved party and shall state the reasons for the action taken.

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The decision by the Secretary of the Finance and Administration Cabinet shall be final and conclusive.

Section 35 Kentucky Tax Registration Application Revenue Form 10A100, Kentucky Tax Registration Application effective July 2008, is a form to be completed by any person or entity wishing to contract with the Commonwealth to provide goods or services subject to sales and use tax pursuant to KRS 139.200. The form is located at the following link:

https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

In accordance with administrative regulation 200 KAR 5:390, this form has to be completed and submitted, before a contract can be awarded. Section 2 of the regulation also notes: “Failure to submit the required documentation or to remain registered and in compliance with the sales and use tax filing and remittance requirements of KRS 139.540 and KRS 139.550 throughout the duration of the contract shall constitute a material breach of the contract and the contract may be terminated.”

Section 36 Access to Records The state agency certifies that it is in compliance with the provisions of KRS 45A.695, "Access to contractor's books, documents, papers, records, or other evidence directly pertinent to the contract." The Contractor,…