Final_RFB_758_2600000146_2_SO_FORM.PDF

Document ID: RFB 758 2600000146 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Modification: Yes Version #: 2

TITLE: Trailers

Date Issued:

10/21/2025 Record Date:

10/21/2025

Solicitation Closes Date:

10/27/2025 Time:

13:30

Solicitation No:

RFB 758 2600000146

Reason for Modification

Addendum #1 (October 21, 2025) - To answer questions submitted by vendors. Please see page 27 for full details.

Online Bidding Prohibited: No For Information Call:

Vivianne Leonard 502-564-8625

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 2600000146 Page: 2

Line Items

Commodity Group: Default

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

1 20 Ton Ramp Trailer - 32 Foot 0.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

073 TRAILERS

Extended Description GVWR: Approximately 48,800 lbs.

PAYLOAD CAPACITY RATING: Minimum 40,000 lbs.

DECK LENGTH: Minimum 20' flat deck length.

DECK HEIGHT: Unit shall have an empty deck height of 36" OVERALL LENGTH: Maximum 32' OVERALL WIDTH: Approximately 102" with wide track axles.

DOUBLE-BREAK BEAVERTAIL: Unit shall be fabricated with a 5' double-break beavertail, self-cleaning with angle turned upright.

RAMPS: Two (2) each 21" x 60" minimum, adjustable bi-directional spring assist ramps with self-cleaning angle, turned upright, and tapered tread-plate ends. Ramps preferred to have a 15-degree approach to double break beavertail and fabricated in such a manner for individual ease of operation. Ramps shall fold over securely on beaver-tail when in transport.

AXLES: Unit shall be equipped with dual Dana or Dexter 22,500 lb. capacity axles, oil bath hubs with Stemco seals or equal.

BRAKES: Air operated both axles, cam type brakes meeting the requirements of FMVSS121. Unit shall have a two-line system consisting of a service/ control and emergency/supply line with a breakaway feature and Full ABS Modulation, conforming to DOT specifications. System shall include all necessary tubing, glad hand connectors with weather tight covers, air reservoirs, emergency valve, drain cocks, automatic slack adjusters and glad hand protectors.

PARKING BRAKES: Unit shall have a spring applied/air release braking system and shall be installed on both axles.

WHEELS: Trailer shall have eight (8) each 215/75R x 17.5 H tubeless radials mounted on steel wheels.

DECKING: Minimum 2" hardwood deck lumber.

TIE-DOWNS: Unit shall have minimum ten (10) D-Rings, four (4) each located on left and right sides of trailer, and two (2) each located at front. D- Rings to have a minimum 5/8" diameter cross-section.

HITCH: Unit shall have four (4) position adjustable pintle hitch.

JACK: Minimum 25,000-pound 2 speed, crank style jack.

SAFETY CHAINS: Two (2) high tensile safety chains with " diameter cross section and locking hooks shall be provided. Chain attachment must conform to S.A.E. standards.

ELECTRICAL EQUIPMENT: Trailer shall meet all S.A.E., I.C.C. and D.O.T. regulations. Trailer shall be equipped with sealed wiring harness and lighting. A wiring diagram shall be provided. All lights shall be LED type. Stop, turn and taillights shall be Model 44, 4" diameter, LED lighting by Truck-Lite Co., Inc. or equal. All lights are to be rubber mounted recessed in the frame of the trailer and be plug-in type (splice type wiring and lights are not acceptable). Taillights and turn signals to meet I.C.C. regulations. A minimum of four (4) feet of cable and a 7-pole male socket connector meeting J560B shall be provided for connection to the towing vehicle (This will require separate lights for stop lights and turn signals). Please refer to the attached trailer pole socket wiring diagram that is used on DOE trucks.

TOOL STORAGE: Prefer locking box in tongue area. If locking box is not available, a lockable box must be provided.

SIDE STEPS: Prefer one (1) each located on left and right sides of trailer.

Document ID: RFB 758 2600000146 Page: 3

PAINT: Unit shall be painted a standard O.E.M. production BLACK lead-free acrylic enamel. A minimum or two coats of primer and paint shall be applied.

2 25 Ton Ramp Trailer - 35 Foot with Front Lift Axle

0.00000 EA

Extended Description Tongue/Drawbar - 6' Continuation of Mainframe - 3" Eye 4 Position One Piece Frame.

Pintle Hitch Setting - 32" Adjustable.

Landing Gear Twin - Two Speed - 50,000 Lbs.

Toolbox In Gooseneck - Tool Tray in Tongue/Gooseneck.

Safety Chains - Standard.

Main Deck - One Piece Main Frame 14" Wide X 26# A572 Grade 50 Steel High Tensile. Cross Members 6" IBeams X 3.7 Lbs. Per Ft. Side Rails C8" X

11.5 Lbs. Per Ft 1 1/2" Nominal Apitong Decking, Flat Deck Design with Beavertail and Ramp Off the Rear.

Loaded Deck Height - 33".

Deck Length - 24'.

Deck Width - 8' 6" Wide.

Main Deck Flooring - Covered 1 1/2" Nominal Apitong.

Dovetail - 5' Self Cleaning - Double Break.

Rear Loading Ramps - Spring Assisted 72" X 24" Lay Flat Self Cleaning.

Axles - (3) 22,500 Lb Capacity, Air Brakes, Auto Slack, ABS.

Axle Spacing - 49".

Suspension - Spring with Front Air Lift.

Brakes - 12 1/4" X 7 1/2" Spring Brakes - 2 Axle.

Tires - (12) 215/75R17.5.

Wheels - (12) Steel Disc Wheels.

Electrical - Fully Sealed Wiring Harness with LED Lights, Marker Lights and Mid-Turn Signals, (3) Oval Stop, Tail and Turn Lights Per Side on Rear.

Strobe - No Amber Strobes.

Metal Prep - White Blasted and Cleaned Prior To Painting.

Primer - PPG 2-Part Primer.

Paint - 2-Part PPG Black Acrylic Urethane.

Load Securement - 12 Bent D' Rings, 2 Extra Welded Front Top of Deck.

Spare Tire and Mount - None.

Sidestep - Drivers Side.

3 1' Deck Length 0.00000 EA

Extended Description Additional deck length in 1' increments to trailer described in Commodity Lines 1 and 2.

Document ID: RFB 758 2600000146 Page: 4

4 Axle Upgrade Package 0.00000 EA

Extended Description Increase the axle to 25,000 lbs. per axle in lieu of 20,000 lbs. per axle of unit described in Commodity Lines 1 and 2. Cross members will be increased 6" and springs to be upgraded.

5 Gooseneck Flatbed Trailer - 30 Foot 0.00000 EA

Extended Description 25-foot deck plus 5-foot dovetail Pressure Treated Lumber Deck 95-115 inches overall width Two heavy duty flip down ramps with spring assist GVWR of 22,000# to 26,000# Payload of 17,000# to 22,000# Tandem Dual axles with electric over hydraulic oil bath brakes Heavy Duty Jack/Landing Gear Heavy Duty Rub Rail Stake Pockets Pipe Chain Spools between Stake Pockets Break-A-Way System with Charger 2-Full Size Mounted Spare Tire & wheels Powder coated frame

Features:

- Front Tool Box

- 12,000lb Warn Winch Mounted in Front Tool Box

- Large 12v Battery mounted in Front Tool Box

- Two Under Mount Tool Boxes

- Minimum of 24" of length

- Mounted under trailer deck

- Steps at the front of trailer on both sides

- Handrails mounted to neck upright of trailer near steps

- Mud Flaps

- DOT Reflective Tape

Electrical:

- LED trailer lights including brake, turn signal, reverse, and side marker lights

- 24-48" LED Light bar mounted to neck backwards to light up trailer deck

- 7-way round plug

Document ID: RFB 758 2600000146 Page: 5

6 Gooseneck Trailer - 30 Foot 0.00000 EA

Extended Description Length: 25' flat with 5' dovetail; Width: 102" Dual Tandem (8 wheels) 2 Axles: Minimum 12,000lb Oil Bath with Electric Brakes GVWR: At least 24,900 pounds, not to exceed 26,000lbs Mainframe & Neck: Minimum 12" x 19# I-Beam Minimum 25,000lb coupler with 2-5/16" ball Min. 3" Crossmembers 2 heavy duty Flip-over 5' dovetail ramps with spring assist Radial Tires, Min. 16", Load range E Safety steps on each side with handles Deck height < 34" (pierced frame) Spare Wheel and Tire Lockable Front Box Minimum 10,000lb jacks (2) All lights should be LED Stake pockets with rub rail Electric Breakaway Kit w/ Charger 2" Treated Wood Floor Safety Reflective Tape Safety Chains

Shipping Information Various Shipping

See Extended Description

Various KY

Billing Information Various Billing

See Extended Description

Various KY

Document ID: RFB 758 2600000146 Page: 6

Submission Checklist

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

Item 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://vss.ky.gov

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 36)

_____CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF STATE

BY A FOREIGN ENTITY IF APPLICABLE (see Section 38)

_____REQUIRED AFFIDAVIT(S)

https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required %20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf

Document Phase Document Description Page 7

2600000146 Final Trailers Total Pages: 27 https://vss.ky.gov https://vss.ky.gov 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

TRAILERS

RFB 758 2600000146

Issued by The Finance and Administration Cabinet

On Behalf Of

ALL STATE AGENCIES

Release Date: Wednesday, October 8, 2025

Vendors’ Written Questions Due: Friday, October 17, 2025 Commonwealth’s Response to Written Questions: Monday, October 20, 2025

CLOSING DATE AND TIME: Monday, October 27, 2025, 1:30PM

Commonwealth Buyer:

VIVIANNE LEONARD

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 MERO STREET, 5TH FLOOR

FRANKFORT KY 40622

(502) 564-4510 vivianne.leonard@ky.gov

Document Phase Document Description Page 8 mailto:vivianne.leonard@ky.gov

BID READINGS

Any person wishing to hear a bid reading may call the OPS conference line at 844-603-5060, Conference ID number 240522005, and Participant Code 33957, 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 by line item. Vendors shall bid one (1) or more line items.

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

Document Phase Document Description Page 9 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:

TRAILERS

Section 2 Bid Specifications This Solicitation is being issued to obtain bids from qualified Vendors for new trailers for Commonwealth of Kentucky state agencies. Units are required to have a rating label attached. Materials furnished shall be new and at least of standard quality currently used commercially, conforming to current engineering and manufacturing practices. Materials shall be free from defects that adversely affect the function or appearance of the finished unit and shall be assembled to the manufacturer's latest current design.

Vendors may bid one (1) or more Commodity Lines. Contracts resulting from this Solicitation shall be awarded by Commodity Line, therefore, it is possible for Vendors to receive an award for multiple lines. It is the intention of the Commonwealth to award the number of Contracts necessary to ensure all Commodity Lines are covered. All awards shall be made in accordance with the Best Value Criteria found in Section 14 Method of Award of this Solicitation.

MANUALS

One (1) parts book and one (1) service manual shall be delivered with the unit. All parts books and service manuals must be concurrent with unit delivered.

WARRANTY

The unit shall be covered under the manufacturer’s most favorable warranty offered to preferred customers shall apply to all items and be warranted against defective materials and workmanship for a minimum period of one (1) year or whichever is greater. The warranty shall begin the date unit is placed in service. A warranty card shall be provided with unit.

The successful bidder will not be liable under the above warranty for any defects or damages resulting from unexpected or uncontrollable events as described within the Force Majeure section of this Solicitation.

CONFORMANCE

The unit must conform to all current Department of Highways regulations. All GVWR and GAWR must be at a speed of 50 MPH and all tags placed upon the trailer must indicate the same.

PRE-SERVICED

All new equipment must be pre-serviced to the manufacturer's recommendations and in first class operating condition when delivered. All service work shall be done in the vendor's place of business or in another location provided by the vendor.

No major assembly or servicing of equipment will be allowed on Commonwealth property, only minor modifications to equipment necessary to bring the item into

Document Phase Document Description Page 10 compliance with specifications.

DELIVERY

Delivery to any ordering agency within a 50-mile radius of Frankfort, Kentucky shall be included in the bid price.

No delivery or shipment shall be made against a Master Agreement resulting from this Solicitation unless the Dealer has received an official Delivery Order/Purchase Order from an Agency. Delivery to the ordering agency shall be between the hours of 8:00 AM and 4:30 PM (prevailing time) weekdays only (Saturday, Sunday, and State Holidays excluded) and coordinated with the agency point of contact.

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

The Vendor is not responsible for, and shall not be penalized for delays in its delivery or when caused by factors or events outside Vendor’s control, resulting from unexpected or uncontrollable events as described within the Force Majeure section of this Solicitation including but not limited to acts or omissions of the Commonwealth or third parties.

ADDITIONAL EQUIPMENT

Units shall contain any other equipment, not specifically mentioned but necessary, to make a complete and workable unit.

FORCE MAJEURE

Neither party will be responsible for delays resulting from causes beyond the reasonable control of such party, including without limitation fire, explosion, flood, war, strike, or riot, provided that the nonperforming party uses commercially reasonable efforts to avoid or remove such causes of nonperformance and continues performance under this Agreement with reasonable dispatch whenever such causes are removed.

Section 3 Consolidated Quarterly Administrative Fee The Contractor agrees to provide a quarterly administrative fee to the Commonwealth of Kentucky as part of the Contractor’s prices for the services and is not to be charged directly to the customer in the form of a separate line item. The administrative fee percentage is only applicable to the time and mileage revenue received by the Contractor for services hereunder. The administrative fee shall be paid in the form of a check payable to the Commonwealth of Kentucky – Office of Procurement Services for an amount equal to one percent (1%) of the time and mileage revenue under this PA for the period. Fees shall be paid 60 days after the close of the quarter. Check to be mailed to the Office of Procurement Services, 702 Capitol Avenue, New Capitol Annex, Room 095, Frankfort, Kentucky 40601.

Section 4 Purpose The purpose of this solicitation is to request vendor responses in order to provide these items under contract to agencies as needed.

Section 5

Document Phase Document Description Page 11

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 6 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 7 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 8 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 9 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-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 10 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

Document Phase Document Description Page 12 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 11 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 12 Agencies to be Served This contract shall be for use by the following agency of the Commonwealth of Kentucky:

All State Agencies

Political Subdivisions Under Kentucky Statutes, political subdivisions of this State including cities of all classes, counties, and school districts may participate in All State Agency Master Agreements to the same extent as agencies of the Commonwealth.

Section 13 Solicitation Submission Requirements Paper Bids are NOT acceptable for this RFB and shall be considered non-responsive.

All electronic documents submitted in response to this RFB shall be submitted in Microsoft Word, Microsoft Excel or PDF format ONLY.

Section 14 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 95 Points

Delivery Cost 05 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

Document Phase Document Description Page 13

2600000146 Final Trailers Total Pages: 27 https://apps.legislature.ky.gov/law/kar/200/005/330.pdf https://apps.legislature.ky.gov/law/kar/200/005/330.pdf requirements shall receive Best Value points. Failure to provide adequate information will impact the evaluated points awarded to the vendor.

PRICE (95 points)

The bidder with the lowest Price per Commodity Line 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, 95 points is allocated to the lowest Price criteria for this procurement, bidder “A” bids $3.00 as the lowest bidder and receives the maximum 95 points ($3.00 / $3.00 = 1.00 x 95 = 95). Assume bidder “B” is the next lowest bidder at $4.00, then “B” receives 71.3 points ($3.00 / $4.00) = .75 x 95 = 71.25).

DELIVERY COST (5 points)

For deliveries outside of the 50-mile radius, a delivery charge may be incurred by the ordering agency. Please see the box below to insert your standard delivery charge. The bid with the lowest per mile delivery charge (1-way, calculated from the bidder’s dealership to the point of delivery) will receive the maximum score. The bid with the next lowest price will receive points by dividing the lowest price for the category by the next lowest price in the category and multiplying that percentage by the available points. For example, Bidder “A” bids $3.00 as the lowest bidder and receives the maximum 5 points ($3.00 / $3.00 =

1.00 x 5 = 5). Assume Bidder “B” is the next lowest bidder at $4.00, then “B” receives points ($3.00 / $4.00) = .75 x 5 = 3.75).

* If a delivery charge will not be assessed please indicate this by entering $0. If no price is entered, it is understood to be no charge and will be evaluated at a $0 cost.

$________ VENDOR’S DELIVERY CHARGE OUTSIDE THE 50-MILE RADIUS

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.

Document Phase Document Description Page 14

(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.

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 12 months may be found non-responsible and ineligible for award.

Section 15 Tax Exempt Status Do not include Federal Excise Tax, Kentucky Sales or Use Tax in prices quoted in response to this solicitation.

Section 16 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:

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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 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 17 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 18 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 19 Equipment Unless otherwise indicated in the bid, it is understood and agreed that any item offered or shipped on this bid shall be new and the latest or current year model and be in first class condition. Any unit failing to meet the foregoing requirements shall be returned to the contractor, at their expense, and replaced with a new unit.

The Commonwealth recognizes the rapid advancement of technology. If the bidder can provide new equipment of advanced technology after the award of the contract, the Commonwealth and the bidder may choose by mutual agreement to install such equipment. The price of the new technology equipment cannot exceed the cost of the award contract.

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Section 20 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 21 Manuals and Distribution of Literature Instruction and operating manuals shall be furnished for all equipment installed. Upon request, the vendor shall furnish State agencies and other public bodies with descriptive literature and service information for items awarded.

Section 22 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 23 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 24 Cancellation Clause – 30 Days’ 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 contract shall be null and void upon receipt of a Modification from the Office of Procurement Services canceling the contract.

Section 25 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 26 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.

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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 27 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 28 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 29 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 30 Payments The Commonwealth will make payment within thirty (30) working days of receipt of contractor's invoice or of acceptance of goods and/or services in accordance with KRS 45.453 and KRS 45.454.

Payments are predicated upon successful completion and acceptance of the described work, services, supplies, or commodities, and delivery of the required documentation. Invoices for payment shall be submitted to the agency contact person or its representative.

Section 31 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

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Section 32 Inquiries All questions shall be submitted in writing by Friday, October 17, 2025, at 5:00PM 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 A – 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 Vivianne Leonard

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 MERO STREET, 5th FLOOR

FRANKFORT KY 40622

(502) 564-4510 vivianne.leonard@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

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

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

Section 34 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 35 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 36 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, 5th 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.

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

Section 37 Kentucky Tax Registration Application

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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://revenue.ky.gov/Forms/10A100(P)(4-25)_FINAL_locked%20Fill-in.pdf

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 38 Access to Records The state agency certifies that it is in compliance with the provisions of KRS 45A.150, "Access to contractor's books, documents, papers, records, or other evidence directly pertinent to the contract." The Contractor, as defined in KRS 45A.030, agrees that the contracting agency, the Finance and Administration Cabinet, the Auditor of Public Accounts, and the Legislative Research Commission, or their duly authorized representatives, shall have access to any books, documents, papers, records, or other evidence, which are directly pertinent to this agreement for the purpose of financial audit or program review. The Contractor also recognizes that any books, documents, papers, records, or other evidence, received during a financial audit or program review shall be subject to the Kentucky Open Records Act, KRS 61.870 to 61.884. Records and other prequalification information confidentially disclosed as part of the bid process shall not be deemed as directly pertinent to the agreement and shall be exempt from disclosure as provided in KRS 61.878(1)(c).

Section 39 Registration with the Secretary of State by a Foreign Entity Pursuant to KRS 45A.480(1)(b), an agency, department, office, or political subdivision of the Commonwealth of Kentucky shall not award a state contract to a person that is a foreign…