Final_RFB_785_2600000283_1_SO_FORM.PDF

Document ID: RFB 785 2600000283 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: RFB-169-26 CHFS - OUT - Replace Cottage Water Heaters

Date Issued:

12/15/2025 Record Date:

12/15/2025

Solicitation Closes Date:

01/29/2026 Time:

13:30

Solicitation No:

RFB 785 2600000283

Online Bidding Prohibited: No For Information Call:

Janis Wilhoite 502-782-3926

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 785 2600000283 Page: 2

Line Items

Commodity Group: Default

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

1 RFB-169-26 CHFS - OUT - Replace Cottage Water Heaters

Comm Code Comm Description Manufacturer Model # Manuf Part #

912 CONSTRUCTION SERVICES, GENERAL

(INCL. MAINTENANCE AND REPAIR

Extended Description

***ONLY ONLINE BIDS WILL BE ACCEPTED FOR THIS RFB.***

Emailed and hard copies delivered by any method WILL NOT BE ACCEPTED.

On this line, Bidders must enter $0.00 for Contract Amount in the e-procurement system. Actual Contract Amount must be entered on "Official Bid Document" and submitted as an attachment in the e-procurement system. Vendors should review and update, if necessary, all addresses and contact persons for their account prior to bid submission. This information will carry forward to a contract if awarded, therefore please ensure all information is correct.

** Entire Official Bid Document and Bid Bond (if required) should be combined as one PDF and uploaded**

Replacing electric water heaters for five typical cottages, including: like-for-like replacement of 150 gallon electric water heater with the same volume capacity and electric heating parameters, replacing the thermostatic mixing valve, adding a thermal expansion tank, removing and reconnecting domestic piping as necessary.

Shipping Information Finance - Division of Engineering & Contract Administration

The Bush Building, 403 Wapping St 1st Floor

Frankfort KY 40601

Billing Information Finance - Division of Engineering & Contract Administration

The Bush Building, 403 Wapping St 1st Floor

Frankfort KY 40601

Document ID: RFB 785 2600000283 Page: 3

Submission Checklist

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

Item

REQUEST FOR BID NO. RFB-169-26

Replacement of Cottage Water Heaters Cabinet for Health and Family Services Outwood Rescare Dawson Springs, Kentucky

Project Description

Replacing electric water heaters for five typical cottages, including: like-for-like replacement of 150 gallon electric water heater with the same volume capacity and electric heating parameters, replacing the thermostatic mixing valve, adding a thermal expansion tank, removing and reconnecting domestic piping as necessary.

SITE VISIT INFORMATION:

There will be a site visit on this project. Interested contractors are encouraged to attend. The site visit will be held on 1/7/2026 at 9:00 A.M. Central Time. The site visit will be held at 23524 Dawson Springs Road, Dawson Springs, KY. Contractors will need to come to the loading dock area and meet at the shop.

ALL PROCUREMENT QUESTIONS SHALL BE DIRECTED TO BUYER OF RECORD FOR THIS

PROJECT.

IMPORTANT: Site visit participants shall follow any applicable health and safety guidelines for all Commonwealth of Kentucky construction projects.

PROJECT CONTACTS:

Architect: Ryan Steinhart, Hafer, rysteinhart@haferdesign.com, (812) 422-4187 Project Manager: Brian Cottongim, Division of Engineering and Contract Administration, Brian.Cottongim@ky.gov, (502) 229-1518 Agency: Perry Jenkins, Cabinet for Health and Family Services, perry.jenkins@ky.gov, (502) 564-3106 Purchasing Agent: Janis Wilhoite, Division of Engineering and Contract Administration, janis.wilhoite@ky.gov,

(502) 401-6239

OBTAINING PLANS AND SPECIFICATIONS:

For all project information and documents go to: https://www.stateofkyplanroom.com. For customer service you may contact Lynn Imaging, Phone 1-800-888-0693. There is no charge for plans and specifications. Contractor will need to download bid documents, specifications, and drawings. If contractors want a hard copy, they can choose to pay for this option. Contractors that receive plans and specifications from other sources will not be registered as a planholder and will not receive addenda.

ELECTRONIC BID SUBMITTAL:

Solicitation responses (“bid”) shall be received by electronic submission through the Commonwealth’s eProcurement system.

Please be advised: Bids shall not be accepted via postal carrier (USPS, UPS, FED EX, etc.) nor can bids be hand delivered.

Document Phase Document Description Page 4

2600000283 Final RFB-169-26 CHFS - OUT - Replace Cottage Water Heaters

Total Pages: 5 https://www.stateofkyplanroom.com

Response must contain all information required by the Solicitation and be executed by an authorized agent of the Bidder, affirmed by electronically submitting the bid through the eProcurement system. All bid documents shall be complete when the bid is submitted.

To bid, all bidders SHALL be registered in the Commonwealth eProcurement System via the Vendor Self Service (VSS) System at https://vss.ky.gov . Allow 24 – 48 hours to complete Vendor Registration. Vendors must be logged in to their Vendor Self Service account to submit a response. The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/time of the bid closing. Vendor Self Registration Guides are provided at https://vss.ky.gov under “Download Vendor Forms and Quick Reference Guides.”

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to inability to register, document upload impediments, or technical difficulties shall not be justification for acceptance of a late bid or proposal. If you need assistance, please contact the

Customer Resource Center (CRC)

- Email at Finance.CRCGroup@ky.gov;

- Locally at 502-564-9641 or toll-free 877-973- HELP (4357).

Online bid responses must be in an “Accepted” status prior to the closing date and time of the solicitation. The assigned date and time stamp from the eProcurement system generated at the time of final acceptance and formal submission by the vendor shall establish the date and time the bid was submitted. A bid may be modified or withdrawn electronically through VSS prior to the bid closing date and time.

Please be advised, VSS will not allow submission of an online response after the published date and time for closing.

Bidders shall attach the Official Bid Document and Bid Bond (if required) as a single combined attachment when submitting their electronic bids.

All results will be posted to https://www.stateofkyplanroom.com after the bid opening and review. If additional information is needed from the successful bidder, the buyer may be in contact.

There will be a public bid reading by conference call on the bid opening date at 3:00 P.M., Eastern Time.

The dial in number is (502) 782-2663 Conference ID# 240522124# Participant code is 600422#

Document Phase Document Description Page 5

2600000283 Final RFB-169-26 CHFS - OUT - Replace Cottage Water Heaters

Total Pages: 5 https://vss.ky.gov/ https://vss.ky.gov/ mailto:Finance.CRCGroup@ky.gov https://www.stateofkyplanroom.com/