Final_RFB_758_2700000060_3_SO_FORM.PDF

Document ID: RFB 758 2700000060 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Modification: Yes Version #: 3

TITLE: WSH and Nursing Facility Laundry and Linen Service

Date Issued:

08/19/2026 Record Date:

08/19/2026

Solicitation Closes Date:

08/26/2026 Time:

13:30

Solicitation No:

RFB 758 2700000060

Reason for Modification

August 19, 2026: Addendum 2 to answer potential vendor questions there were not included on Addendum 1.

Online Bidding Prohibited: No

For Information Call:

Tierra Johnson 502-782-3376

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 2700000060 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Sheets, Fitted 510.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

95405 Laundry and Linen Service

Extended Description Sheets, Percale, Fitted, Small;

Mix of 30inch x 75 inch and 36inch x 80 inch

2 Sheets, Flat 775.00000 EA

Sheets, Percale, Flat

3 Geri Pads 800.00000 EA

Geri Pads, Waterproof

4 Pillowcases 575.00000 EA

Pillowcases, Percale

Document ID: RFB 758 2700000060 Page: 3

5 Towels 3300.00000 EA

Towels, Bath

6 Washcloths 6100.00000 EA

Washcloths

WSH - 3000

WSNF - 3100

7 Bibs 525.00000 EA

Bibs, Adult Large

WSNF - 525

8 Blankets 775.00000 EA

Blankets, Thermal

WSH - 500

WSNF - 275

Document ID: RFB 758 2700000060 Page: 4

9 Gowns 500.00000 EA

Gowns, Patient

WSH - 250

WSNF - 250

10 Gowns, Patient IV 65.00000 EA

Gowns, Patient IV

WSH - 35

WSNF - 30

Shipping Information CHFS DBHDID - Western State Hospital Shipping/Receiving 2400 Russellville Road, PO Box 2200

Hopkinsville KY 42241-2200

Billing Information CHFS DBHDID - Western State Hospital

2400 Russellville Road, PO Box 2200

Hopkinsville KY 42241-2200

Document ID: RFB 758 2700000060 Page: 5

Submission Checklist

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

Item

8-19-2026 - PLEASE SEE ATTACHMENT D ADDENDUM #2

8-18-2026 - PLEASE SEE ATTACHMENT D ADDENDUM #1

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.

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2700000060 Final WSH and Nursing Facility Laundry and Linen Service

Total Pages: 33 https://vss.ky.gov https://vss.ky.gov mailto:Finance.CRCGroup@ky.gov

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

_____EMERGENCY SERVICE PLAN OF ACTION (see Section 2, B-Service Requirements)

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Total Pages: 33 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

ATTACHMENT A

Request for Bid (RFB)

For WSH and Nursing Facility Laundry and Linen Service

RFB 758 2700000060

Issued by The Finance and Administration Cabinet

On Behalf Of Cabinet for Health and Family Services

Release Date: Friday, August 7, 2026

Vendors’ Written Questions Due: Thursday, August 13, 2026 at 12:00pm EST Commonwealth’s Response to Written Questions: Tuesday, August 18, 2026 CLOSING DATE AND TIME: Wednesday, August 26, 2026 at 1:30pm EST

Commonwealth Buyer:

Tierra Johnson, KCPM

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 MERO STREET, 5TH FLOOR

FRANKFORT KY 40622

(502) 782-3376 Tierrab.Johnson@ky.gov

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Total Pages: 33 mailto:stephanier.williams@mail.state.ky.us

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 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 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.

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Total Pages: 33 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:

Western State Hospital and Nursing Facility Laundry and Linen Service.

Section 2 Bid Specifications Western State Hospital (WSH) is a 175-bed acute care adult psychiatric hospital. The facility is regulated by the Centers for Medicare and Medicaid Services (CMS) and The Joint Commission

(TJC).

Western State Nursing Facility (WSNF) is a 144-bed long-term care facility and is regulated by the Office of Inspector General (OIG).

Both facilities are funded by the Commonwealth of Kentucky, and operate through oversight by the Cabinet for Health and Family Services (CHFS), Department for Behavioral Health, Developmental and Intellectual Disabilities (DBHDID).

Services resulting from this solicitation shall include the furnishing of carts, laundry bags, stands, liners, and the pickup and delivery of soiled and clean laundry items. Laundry service to include, but is not limited to under pads, sheets, pillowcases, pads, washcloths, and blankets.

Furthermore, Contractor shall provide monthly management reports to facilities’ Fiscal Manager detailing linen utilization, associated costs, and provide benchmark measurements to assist in cost-savings objectives.

VENDOR REQUIREMENTS

A. EQUIPMENT AND SUPPLIES

The contractor shall be responsible for the furnishing of all the necessary equipment, linens, and supplies in order to meet contract specifications unless otherwise noted. Maintenance and/or

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Service replacement of equipment shall be the responsibility of the contractor. Maintenance shall also include the cleaning of carts/hampers, etc.

Contractor shall be responsible for providing laundry carts/hampers/shelf trucks for clean linen delivery and soiled linen receiving. Units with lids and/or doors shall have functioning lids and/ or doors. It is not required that carts be new units, but they shall be in good operating condition.

Carts/hampers shall have non-marking casters. The quantity and size of carts/hampers shall be determined by facility and contractor. Western State Hospital currently has ten (10) resident wards that average a population of 12-18 per ward and Western State Nursing Facility has four

(2) resident wards that average a population of 25-30 per ward.

Contractor shall provide laundry bags for soiled linens. Preferred bags are nylon, reusable bags, 30” x 40”, with a method for pulling tight to close, along with stands designed to hold the bags.

Alternative types will be considered.

The contractor shall have the ability to store emergency supplies at site for up to two (2) days usage on special request in order to meet licensing and regulations and Joint Commission for accreditation of hospital organizations standards.

Contractor shall maintain stock of supplies at their plant in quantities to permit a seven (7) day operation. [Estimated par is nine (9) day plus one day in order to meet standards].

B. SERVICE REQUIREMENTS

Pick-up and delivery service will be required three days per week on Monday, Wednesday, and Friday, unless it is determined by mutual agreement after award of the contract that a different frequency is required. Friday delivery shall contain appropriate quantities to service the facilities for Friday, Saturday, and Sunday. All pickup and delivery of laundry shall take place between the hours of 6:00 a.m. and 8:00 a.m. Variances from these times will only be allowed with the prior approval of the facility.

Due to the essential need of this service by the agency, the Contractor shall provide uninterrupted services to the facilities. As part of the bid response (required prior to award,) Contractor should provide a copy of its emergency service plan of action.

Estimated Weekly Usage

The table below is an estimated weekly usage. Usage is only an estimation and may vary depending on census along with other factors. The average estimated weekly usage is how the bidder shall bid to arrive at a cost per item. The bid price shall be evaluated on this usage.

Item WSH WSNF Total Sheets, Percale, Fitted, Small;

Mix of 30 inch x 75 inch and 36 inch x 80 inch

250 260 510

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Sheets, Percale, Flat 500 275 775 Geri Pads, Waterproof 50 750 800 Pillowcases, Percale 325 250 575 Towels, Bath 2000 1300 3300 Washcloths 3000 3100 6100 Bibs, Adult Large 0 525 525 Blankets, Thermal 500 275 775 Gowns, Patient 250 250 500 Gowns, Patient IV 35 30 65

Western State Hospital/Western State Nursing Facility will provide requested delivery quantities per shipment. Requested quantities shall be the quantities delivered, and the quantities billed.

It is recognized by the facilities that a loss could occur on any given item. Loss shall be quoted and billed as a fixed flat percentage of billed items. Shipments for Western State Hospital and Western State Nursing Facility will be packaged and invoiced separately.

Washing and Finishing Process

Contractor shall launder all items with wash formula containing a bacteriostatic PH of 5.5 to ensure odor control. Cleaning process must provide a hypoallergenic product.

All washing formulas and rinsing processes must comply with current standards such as temperature and separations of product.

All sheets and pillowcases will be finished by flatwork iron. All other linen will be fluff-dried and folded.

Delivery and Pickup

All deliveries and pickups shall occur at one centralized location, currently the Laundry Building number 36.

Special delivery of materials or special handling of materials that occur because of vendor neglect, vendor delay, vendor inventory shortage(s), or other vendor related reason shall be the responsibility of the contractor. Additional charges shall not be the responsibility of the facility.

Contractor shall pick-up within twenty-four hours of notification of any improperly cleaned laundry and will return such laundry in designated packages without additional charges.

Contractor shall affix to each cart an item count of what each cart contains. Contractor shall provide the facility an item count for all clean laundry delivered. The facility will in turn count each item delivered to report any discrepancies in contractor’s counts.

In accordance with licensing and regulations and The Joint Commission (TJC), clean laundry will be kept completely separate from soiled at all times, including the time spent on the vendor’s truck(s) and cart(s).

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Clean laundry will be returned by contractor in sanitized polyethylene lined carts/hampers.

Hampers/carts must be sanitized before clean laundry is placed in hampers/carts for delivery.

Clean linens will be delivered in separate exchange carts. Shipment requirements to be ordered by laundry department supervisor or designated representative.

Carts shall be fully and completely covered at all times. Additionally, these carts shall be steam cleaned/sanitized in accordance with acceptable infectious control standards, between uses to maintain proper infectious control. Non-compliance with this requirement may be grounds for termination of the contract.

Packaging and Bundling of Linens

Items will be standard size bundles when delivered, sizes to be determined by mutual agreement by both parties. All items must be bundled by type. Bundles shall not contain mixed items;

patient and IV gowns are to be bundled separately. Facility prefers use of plastic straps to secure bundles. Other methods may be discussed by both parties, but string-type mechanisms shall not be utilized.

Reports

Contractor shall provide a monthly report showing the daily, weekly and year-to-date usage of items processed by item. Report shall include item quantity, loss, and facility cost. This report is due to the Fiscal Manager of the facility not later than the 10th of the following month.

Contractor shall be required to furnish a culture report by an independent reference laboratory to insure that sanitary laundry conditions comply with state requirements. Method of report frequency shall be in accordance with current standards.

Linen Items

The contractor shall furnish the initial inventory of items listed in the specifications of this solicitation. This supply shall be property of the contractor. This supply may vary depending on the facility needs.

Patient Clothing

When Contractor finds patient clothing in with soiled linen, contractor shall launder that day and return to facility the next business day.

Payments

Payment to contractor shall be made monthly. The contractor shall submit an invoice monthly for the previous month’s services. An itemized invoice will be submitted to

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WSHInvoices@ky.gov or facility’s business office for processing. Weekly, daily, or bi-weekly invoicing will be considered.

Western State Hospital P O Box 2200 Hopkinsville, KY 42241

Any questions or concerns regarding the payment of invoices should be addressed to the facility’s Fiscal Services for clarification. Failure to comply may be grounds for termination of contract.

C. VENDOR TRANSITION INTO FACILITY

One week prior to start of resulting contract, the awarded vendor shall meet with facility representative(s) in order to establish par levels and beginning inventory. After needs are established, vendor shall deliver the linens and carts to facility. Facility shall provide storage space for carts and supplies in order that there shall be no interrupted service between incoming and outgoing vendor.

Contractor shall be on site the first day of services with necessary vehicles to transport to facility.

The contractor will be responsible for following the transition plan set forth by the facility in order to aid transition between vendors if necessary. This transition plan requires that the vendor stock three days’ worth of supplies on the facilities campus in order to move the previous vendor’s supplies out of the facility while simultaneously replacing supplies from the newly awarded contractor’s stock.

D. SPECIAL CONDITIONS

The contractor shall have a service representative for the area in which the facility is located. The service representative shall be employed by the contractor or designated as a full-time authorized vendor representative and not a sub-contractor.

Contractor shall provide a qualified individual to aid in providing technical assistance and in-service training of using agency staff upon request in order to maintain compliance in proper bagging of soiled linen and clothing.

Contractor shall be in compliance with state licensing regulations and The Joint Commission

(TJC).

Pick-up and delivery vehicles shall not leave engines running. For safety reasons, all ignitions shall be turned off and all keys kept with the contractor’s driver(s). All vehicles shall be clearly marked.

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Contractor shall meet with facility laundry manager prior to start to arrange for initial set up of service such as time and items.

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 of one (1) year from the date of award.

Section 6 Renewal Clause – Optional Renewal Period This contract may be extended at the completion of the initial contract period for four (4) additional two-year periods. This extension must have the written approval by all parties.

If the contract resulting from this solicitation provides for an optional renewal period, the Commonwealth of Kentucky reserves the right to renegotiate any terms and/or conditions as may be necessary to meet requirements for the extended period. The vendor will be advised of any proposed revisions prior to the renewal periods. In the event proposed revisions cannot be agreed upon, either party shall have the right to withdraw without prejudice from either exercising the option or continuing the contract in an extended period.

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

Section 8 Alternate Brands/Specifications Unless otherwise specified, brands and specifications referenced in this solicitation are meant to establish a minimum standard of quality only. Bidders may bid brands/specifications

Document Phase Document Description Page 15 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 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:

Cabinet for Health and Family Services

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

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

Section 13 Method of Award Best Value – Ranking Approach

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Total Pages: 33 https://apps.legislature.ky.gov/law/kar/200/005/330.pdf https://apps.legislature.ky.gov/law/kar/200/005/330.pdf

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

Experience 5 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.

A. PRICE (95 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, 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).

B. EXPERIENCE (5 points)

The bidder shall clearly state the number of years of experience for this procurement.

Vendors with the highest number of years of experience as a provider of laundry and linen services will receive a maximum of five (5) 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, five (5) 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 5 points (20 / 20 = 1.00 x 5 = 5). Assume bidder “B” has the next

Document Phase Document Description Page 17 highest number of years of experience at eight (8) years, then “B” receives four (4) points (8 /

20) = 0.4 x 5 = 2).

Vendors should provide documentation with their bid submission. 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.

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

Vendor should enter the number of years in business _____________________.

Experience should only include experience within the United States.

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.

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(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.

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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 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 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

Document Phase Document Description Page 20 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 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.

Section 19 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 20 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 21 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

Document Phase Document Description Page 21 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 22 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 23 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 24 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 25 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 26 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

Document Phase Document Description Page 22 vendor receives a Modification, the vendor shall not accept Delivery Orders from any agency referencing such items or services.

Section 27 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 28 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 29 Payment The Commonwealth will make payment within thirty (30) working days of receipt of Contractor's invoice and of acceptance of goods and/or services except when the agency has transmitted a rejection notice to the vendor in accordance with KRS 45.453 and KRS 45.454.

For the purpose of this provision, a working day is any weekday except for Commonwealth employee holidays up to the agency close of business. The Commonwealth may make a partial payment of goods or services that it has received according to the terms of the contract.

Payments are predicated upon agreed upon payment milestones set forth in the agreement and/or 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 agency representative and, except Personal Service Contract invoices, shall include the following information, as applicable:

(1) Contract and/or delivery order number;

(2) Name of Contractor Entity or Individual;

(3) Contractor designated point of contact;

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(4) Unique Invoice Number;

(5) Invoice Date;

(6) Item numbers;

(7) Descriptions of goods or services provided;

(8) Sizes of goods provided;

(9) Quantities provided;

(10)Unit prices; and (11)Extended totals (unit price x quantity) for invoiced line items.

For Personal Service Contracts, invoices must be submitted on the Personal Service Contract Invoice form established by the Government Contract Review Committee, available at:

https://apps.legislature.ky.gov/moreinfo/contracts/PSC%20INVOICE%20FORM.pdf The Commonwealth will make a good faith effort to notify the Contractor within fifteen (15) working days of the Contractor’s failure to submit a proper invoice or a dispute of the goods or services provided. The Contractor shall address the Commonwealth’s concerns within ten (10) calendar days and resubmit a corrected invoice with a new invoice number for payment. If the Contractor has not rectified the problem with the invoice or the good or service within the ten

(10) calendar day correction period, any revised submitted invoice shall be considered a new invoice with a new date of submission for calculation of any late payment penalty.

If the Commonwealth has not notified the Contractor of any issue with the invoice or the goods and/or services and the Contractor has not received payment by the twenty-fifth (25th) business day after the Contractor submitted the invoice, the Contractor should notify its Commonwealth contract representative that its invoice is still pending payment.

Except as otherwise explicitly provided in the contract, payments shall be issued to the Contractor within thirty (30) working days of receipt of Contractor's invoice and of acceptance of goods and/or services. In the event of an invoice payment dispute between the Contractor and purchasing agency, the Contractor shall first attempt resolution of the dispute via submission to the purchasing agency in accordance with the payment dispute process posted on the Finance and Administration Cabinet website, located at:

https://finance.ky.gov/office-of-the-secretary/office-of-general-counsel/Pages/procurement-and-protest-resources.aspx If submission to the purchasing agency fails to resolve the payment dispute, the Contractor may submit a contract dispute regarding payment to the Finance Secretary for resolution. In accordance with KRS 45.454, and except as provided by KRS 371.405, there shall be payable to the Contractor a penalty of one-percent (1%) on any undisputed amount each month or fraction thereof owing to the Contractor after 30 working days following the receipt of the goods or services and receipt of the invoice unless otherwise agreed between the Commonwealth and the Contractor. After a resolution is determined, the purchasing agency shall begin to assess penalties due the Contractor and remit the penalty payment to the Contractor within five (5) working days.

Section 30 Inspection

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Service

Total Pages: 33 https://apps.legislature.ky.gov/moreinfo/contracts/PSC%20INVOICE%20FORM.pdf https://finance.ky.gov/office-of-the-secretary/office-of-general-counsel/Pages/procurement-and-protest-resources.aspx https://finance.ky.gov/office-of-the-secretary/office-of-general-counsel/Pages/procurement-and-protest-resources.aspx

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 31 Inquiries All questions shall be submitted in writing by Thursday, August 13, 2026 at 12:00pm EST 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 C – 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 Tierra Johnson, KCPM

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 MERO STREET, 5TH FLOOR

FRANKFORT KY 40622

(502) 782-3376 Tierrab.Johnson@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.

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Section 32 Subcontracts The contractor is permitted to make subcontract(s) with any other party for furnishing any of the work or services herein. The contractor shall be solely responsible for performance of the entire contract whether or not subcontractors are used. The Commonwealth shall not be involved in the relationship between the prime contractor and the subcontractor. Any issues that arise as a result of this relationship shall be resolved by the prime contractor.

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

Subcontractors are not permitted for this contract.

Section 33 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…