Document ID: RFP 075 2500000123 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Modification: Yes Version #: 2

TITLE: Customized Mobile Freightliner Bus

Date Issued:

10/31/2024 Record Date:

10/31/2024

Solicitation Closes Date:

11/12/2024 Time:

16:30

Solicitation No:

RFP 075 2500000123

Reason for Modification

Added an Q A addendum

Online Bidding Prohibited: No For Information Call:

Mark Davis 502-696-7436

Bid Receiving Location:

Kentucky Higher Education Assistance Authority Purchasing Manager 10180 Linn Station Road, Suite C200

Louisville KY 40223

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: RFP 075 2500000123 Page: 2

Line Items

Commodity Group: Default

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

1 Mobile Unit 1.00000 EACH

Comm Code Comm Description Manufacturer Model # Manuf Part #

07177 Specialty Vehicles

Extended Description This Request for Proposal ("RFP") by Kentucky Education Savings Plan Trust ("KESPT") to obtain a firm for investment consulting services for the program.

2 Mobile Unit 1.00000 EACH

07155 Motor Homes (Incl. Bookmobiles, Mobile and Field Offices, et

Extended Description Mobile Unit

3 Mobile unit 1.00000 EACH

06515 Bookmobile Bodies

Extended Description Mobile unit

Shipping Information Kentucky Higher Education Assistance Authority

100 Airport Road PO Box 798 Frankfort KY 40601

Billing Information Kentucky Higher Education Assistance Authority

101 Airport Road PO Box 799 Frankfort KY 40601

Document ID: RFP 075 2500000123 Page: 3

Submission Checklist

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

Item Evaluating the background, capacity and experience in providing the services and products similar to those requested. maximum points 65 Cost Proposal; Total Points Possible 35

October 31, 2024

Addendum 1

Modification to Respond to Vendor Questions

KHEAA

Questions and Answers RE: College Info Road Show:

Customized Converted Freightliner Commercial Truck RFP

Question 1. Do you have any idea when an award might be made so we can better estimate our delivery?

It is currently expected to be awarded on January 9, 2025

Question 2. Are you receptive to possibly utilizing a more suitable/user friendly chassis such as the M2 Freightliner?

Due to the considerations of driving in unique and varied terrain across the state and the lifespan of the College Info Road Show, KHEAA will only be accepting bids for MT55 style models. Therefore, if there are any specifications in the RFP that are NOT compatible with the MT55 style model, those specifications can be deemed not applicable to the updated chassis determination. One such example is with the “flat floor” specification which is not available with an MT55.

Question 3. Are you open to changing the satellite dish to something more user friendly/cost effective, such as a cellular router system with Starlink redundancy?

With long-term budget in mind, we are open to different options for the internet coverage.

Question 4. Do you have a VIN number for the chassis that you have now?

4UZAASDT986Z42152

Question 5. Can multiple proposals be submitted?

With the additional clarity provided in the answer to the chassis questions, KHEAA now believes that one proposal per vendor is reasonable. Therefore, KHEAA is specifically requesting and requiring only one proposal per vendor.

Question 6. What’s the specific budget range, has that been shared?

While KHEAA has a set budget for this project, the primary goal is to partner with a vendor who can offer an efficient, cost-effective solution that meets specifications. Proposals should demonstrate value for investment while ensuring high-quality outcomes within reasonable funding limits.

Question 7. Is the delivery date of the bus flexible?

While it is incredibly important to stay in a reasonable timeframe and to make every effort to deliver the final product by June 2025, we understand that certain parts may be difficult to obtain on our timeline and will be flexible with the vendor selection, within reason.

Question 8. Can you describe the fold-in seating for the work-stations, i.e. photos, or brand names?

* Are you looking for 42" wide for each table? *What's more important, layout or workspace? *Do you have angled workstations on the current bus? *Do you have pull-down bench seats on your current bus?

It needs to follow minimum ADA regulations so we can handle reasonable accommodations, including one station with enough room for a larger (electric) wheelchair. In terms of importance, layout is more important than workspace. We currently have angled workstations with rolling chairs.

For the new bus, we want seating that is secure and safe during travel. The sliding pull-down

Document Phase Document Description Page 4

2500000123 Final Customized Mobile Freightliner Bus Total Pages: 27 bench seats were a starting point, but we are open to other options. Our biggest concern is safety during travel, and when students are on board and sitting at the workstation. So, if we use rolling chairs again, we would need a mechanical system to lock it in place.

Question 9. How many linear feet of base & overhead countertops are you requiring?

We want to follow code for a recreational vehicle. Ideal overhead space from floor to ceiling height is 7 feet.

Question 10. Are you asking for a 32" x 88" door on the passenger side of the vehicle?

Yes

Question 11. Are you asking for a 5-year bumper to bumper warranty?

Yes

Question 12. What color vehicle?

We will require a wrap-style design on the exterior of the bus. The design will be finalized and discussed once a vendor has been selected.

Question 13. Would you like an option for graphics and wrapping?

See above. KHEAA's Communications Dept will be designing the graphics to be used on the wrap.

Question 14. Will you provide any down payment?

KHEAA’s procurement of goods and services endeavors to make payments for goods received and services performed. Prepayments are not within the scope of those procurement practices.

KHEAA may be able to make progress payments for certain services performed that advance the construction-in-progress of the Customized College Info Road Show Truck. Progress payment terms may be agreed upon through a legal binding contract once a vendor has been selected.

Question 15. Regarding the sworn statements, subcontractors (if applicable), may we combine everything on one document, or do you require a separate document for every subject?

Yes, everything may be combined into one document.

Question 16. We are located in Houston; do you still require us to file with the Kentucky Secretary of State?

Any vendor receiving an award shall be registered with the Kentucky Secretary of State prior to an award being issued.

Question 17. Please confirm this is the bus style you are requiring.

We have decided to stick with the MT55, or an equivalent chassis. This picture looks close to our current bus. Our most important requirement is that the GVWR keeps us under the threshold for a CDL requirement. If there are any specifications in the RFP that are NOT compatible with the MT55 style model, those specifications can be deemed not applicable to the updated chassis

Document Phase Document Description Page 5 determination. One such example is with the “flat floor” specification which is not available with an MT55.

Question 18. Could the Commonwealth of Kentucky consider negotiating the 10.30 contract term, the

6.00 cancellation term, and the 7.00 funding-out provisions outlined in your proposal to establish mutually agreeable legal contracts?

The cancellation provision in section 6.00 of the Commonwealth standard Personal Services Contract is boiler plate language that’s required to be included with all contracts. Regarding section 7.00 titled “Funding Out Provision”, KHEAA has already received approval for the authority of this project. That approval technically expires June 30, 2025. KHEAA can request approval for an extension of that June 30, 2025 deadline if an extension were deemed to be necessary. The timing of that current approval does inform the June 1, 2025 portion of the Contract Term discussed in section 10.30 of Request for Proposal.

PROPOSAL SUBMISSION CHECKLIST

The vendor MUST include the following with the proposal submission.

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

SHALL NOT consider for award.

All other items MUST be submitted prior to award.

_____ SIGNED AND COMPLETED SOLICITATION Section(s) 8.00 and 8.10 of this RFP (not required if submitting electronically)

_____ *PROPOSED SOLUTION (TECHNICAL) UNDER SEALED COVER AND BY CLOSING DATE

Section(s) 8.00 and 8.10 of this RFP

_____ *PROPOSED SOLUTION (COST) UNDER SEALED COVER AND BY CLOSING DATE

Section(s) 8.00 and 8.20 of this RFP

_____ TRANSMITTAL LETTER – Section 8.20 of this RFP

Document Phase Document Description Page 6

_____ PROOF OF REGISTRATION WITH SECRETARY OF STATE BY A FOREIGN ENTITY—Section

9.00 of the Personal Service Contract Terms and Conditions of this RFP

_____ REQUIRED AFFIDAVIT(S) – Section 8.20 of this RFP

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

REQUEST FOR PROPOSAL

FOR

PERSONAL SERVICE CONTRACT

Kentucky Higher Education Assistance Authority (KHEAA)

College Info Road Show: Customized Converted Freightliner Commercial Truck

RFP Number-075-2500000123

This document constitutes a Request for Proposals for a Personal Service Contract from qualified individuals and organizations to furnish those services as described herein for the Commonwealth of Kentucky, Finance and Administration Cabinet/ Kentucky Higher Education Assistance Authority/College Info Road Show.

Offerors are advised that any personal service contract resulting from this RFP must comply with all applicable provisions of KRS 45A and KRS 12.210 prior to becoming effective.

A contract, based on this RFP, may or may not be awarded. Any contract award from this RFP is invalid until properly approved and executed by the Finance and Administration Cabinet and filed with the Legislative Research Commission, Government Contract Review Committee.

1.00 Purpose and Background

This Request for Proposal (“RFP”) has been issued by Kentucky Higher Education Assistance Authority (KHEAA) to qualified companies who can build a custom mobile freightliner bus to serve as KHEAA’s mobile classroom. KHEAA’s mission is to promote Kentucky’s higher educational opportunities by providing loan programs and related services. KHEAA’s mobile classroom, the College Info Road Show, visits middle schools, high schools, adult education centers, public libraries, and a variety of other venues, providing college access and financial aid planning services directly to students and families across the Commonwealth. Sessions on board the College Info Road Show provide an overview of student financial aid programs and services. The unit is equipped with internet access, indoor and outdoor projection units and screens, and individual workstations, making it a great addition to an array of school and community events.

KHEAA expects to award a Contract resulting from this RFP on or around January 9, 2025. The vendor shall complete work under the contract by June 1, 2025.

2.00 Scope of Work

The Vendor must provide the following minimal information to demonstrate the capability of the vendor to provide the required product and services or it will be rejected as noncompliant.

1. Vendor shall supply a minimum of three (3) references that have utilized the vendor's services within the past twenty-four (24) months.

2. The bid must include all charges based on the information listed in Product Specifications, including freight and training.

3. An executed copy of the Required Affidavit for Bidders or Offerors (Attachment A).

Document Phase Document Description Page 7 https://www.merriam-webster.com/dictionary/seal

4. A completed, signed and notarized Vendor Business Practice Statement (Attachment B).

PRODUCT SPECIFICATIONS

# Dimensions o Overall Length: 39' 6" o Exterior: 96" o Overall height: 12' 8" o Interior width: 90" o Interior headroom: 80" o Interior floor length (behind cab area): 30'

# Chassis/Running Train o Chassis Type: Freightliner MT-55, Front Engine o Wheelbase: 276’ o Weight: 26,000 lbs.

o Frame: Straight frame rail construction.

o Engine: Cummins ISB, 260 H.P. 5.9L Turbo 24 valve engine. 260 H.P. at 2600 RPM's.

o Transmission: Allison International 4000MH Series - 6 Speed with electric shifter, 5-year warranty, unlimited miles; 100% parts and labor. Double overdrive, electronic oil lever sensor, performance/ economy shift schedule, engine brake pre-select 4th gear - standard with TranSynd.

o Fuel tank: 100 US gallons capacity between frame rails. Drivers side fuel fill.

o Wheels: 22.5’ o Alternator: 12V, 150 amp o Battery: Two (2) 12V maintenance free, 1310 CCA Automatic self-reset circuit breakers.

o Brakes: Air brake system. Anti-lock braking system: Wabco hydraulic ABS.

o Suspension: 8,000 lb. capacity, taper leaf. 18,000 lb. rear suspension. Duel instant response rear suspension leveling valves.

o Air intake: 680 Square inch down flow front mount radiator.

o Cooling: Anti-freeze protection, ethylene glycol, 50/50, to -35° F.

o Fuel filter: Remote mounted, fuel water separator, with heater.

o Steering: TWR power steering pump. Tilt/telescopic steering column. TAS-55 power steering.

Two-spoke 18’ adjustable steering wheel.

o Horns: Duel electric. Back up alarm.

o Instruments: Electrical fuel gauge, engine coolant temperature gauge, engine oil temperature gauge, electronic speedometer message center LCD, voltmeter, cruise control, ignition switch/ keys with integral start and accessory position.

o Tires: 215/80 R 22.5 truck tires.

o Wheels: Four (4) aluminum wheels and two (2) inside steel wheels Alcoa trim kits with center cap and lug nuts.

• Driver/Passenger Cab Area o Cab sub-ceiling to be ½” plywood.

o Finished ceiling to be sound absorbing, flame retardant, solution dyed, polypropylene fiber materials, 24 oz. minimum. Class A rated per ASTM E_84. Continuous run from front to rear.

o Driver and passenger doors to have ¼” plywood sub-wall.

Document Phase Document Description Page 8 o Doors covered with heavy 36 oz. vinyl. Color to be determined upon Vendor selection.

o Doors to have bright aluminum treadplate at bottom.

o Heavy-duty stainless-steel grab handles on interior of each door.

o AM/FM CD player with auxiliary input jack and two (2) speakers. Bluetooth capabilities.

o Ability to pair cell phone(s) with audio system to receive/initiate calls on board, Bluetooth capable headset.

o Two (2) front fans for defrosting windshield mounted under overhead console.

o One (1) dome light under front overhead console.

o Sign on dashboard with vehicle height listed.

o Payload sticker in cab area with vehicle axle loads and available axle payload as built.

o Air suspension driver and passenger seats with swivel base.

o Open space in overhead cabinet for luggage.

o One (1) refrigerator, AC/DC, compressor-operated (type to be determined upon Vendor selection).

o One (1) microwave oven, built in overhead cabinet (type to be determined upon Vendor selection).

o One (1) coffee maker in overhead cabinet (type to be determined upon Vendor selection).

o One (1) 19" LCD, mounted in front cab overhead with roof mounted antenna.

o One (1) navigation system (GPS). Preferred brands - Signature, Executive, or Navigation.

o In-cab desk area with seating and workstation, with desktop computer, printer/scanner, applicable outlets, and laptop docking station.

• Body Specifications o Body - all aluminum.

o Load space: 90” wide x 80” high x 360” long.

o Exterior skin - .125” strain hardened aluminum, buck-riveted to side wall stiffeners.

o Roof – one-piece aluminum.

o Body - flat floor, no interior wheel wells.

o Body - street-side sedan door with slider window in cab area, continuous piano hinge and two (2) nylon door straps.

o Body - one (1) curbside sedan door, 32” x 82” with fixed window 21”x 25”, continuous piano hinge and two (2) nylon door straps.

o Body side doors - .125” aluminum treadplate stepwell.

o Body - one (1) automatic electric steel entry step, black non-skid.

o Stainless steel grab handles, 24” minimum at each entry door.

o Slam lock hardware on all doors.

o All door locks keyed the same. Key pad and smart key optional. Remote start and smart key start optional.

o I-beam wall stiffeners - 24” on center minimum.

o Full body width heavy duty aluminum rear bumper.

o Fiberglass lift up front hood for engine access.

o Body - fully undercoated, including chassis, extrusion, stepwells.

o Chrome steel front bumper o Mud flaps with anti-sail brackets on rear bumper.

o Heated remote control rearview mirrors with dashboard controls.

o Tinted safety plate glass windshield with driver and passenger sun visors.

o Two speed windshield wiper/washer with single heavy-duty wiper motor.

o High-back driver’s and passenger’s bucket seats with armrests, lumber support, tilt back, and three-point seat belts, seats fully rotational. LATCH system optional in passenger seating.

o Engine box cover to have acoustical and thermal insulation.

Document Phase Document Description Page 9 o Install integral cab air conditioning and heating system with dash board controls.

o Creation of graphics/artwork/images and installation of vinyl body wrap with company logos and imagery.

• Interior o Vendor to supply several interior layout options and will work with KHEAA staff to customize layout needs.

o Minimum of fifteen (15) communication workstations. Minimum work area - 42”W x 24”D.

Workstations to be angled to sidewall at 45 degrees.

o Minimum of fifteen (15) Apple iPads with wireless keyboards, and retractable style cords which feed into a port for charging, 1-year warranty; parts, labor, 24 x 7 phone support.

o Minimum of fifteen (15) over the ear headphones at each workstation with similar retractable cables.

o Minimum of two (2) digital display clocks. One set to Central time and one set to Eastern time.

o Minimum of two (2) interior cameras for monitoring of cab area and student seating area.

Cameras to have capacity to retain captured footage on hard drive.

o Two (2) separated, duplex, grounded outlets at each workstation. All outlets must be line conditioned. Each workstation to be provided with a 3” hole for computer cables with a grommet finish.

o Efficient, quiet, digitally controlled HVAC system with A/C and heat, such as a mini-split.

o Commercial grade non-skid PVC flooring Lonseal Loncoin II Fleckstone, 100 MM (2.5 MM) thickness with .43 MM non-slip round studs. Continuous run front to rear.

o Finished ceiling to be sound absorbing, flame retardant, solution dyed, polypropylene fiber materials, 24 oz. minimum. Class A rated per ASTM E_84. Continuous run from front to rear.

o Walls and ceilings insulated with polyurethane block foam sheet insulation bonded and routed to incorporate framework. Ceiling “R” factor of 14.

o Interior walls covered with luan vinyl or carpet type material for sound deadening (to be determined upon Vendor selection).

o 1-1/8” plywood floor with ¼” minimum exterior grade plywood underlayment for finish flooring.

o Flat floor, 1" plywood. No interior wheel wells to protrude into coach.

o All bulkheads to be laminate finished, color matched (to be determined upon Vendor selection).

o Countertops to be constructed of ¾ plywood with 1-1/2 edge, color coordinated 1/16” laminate.

o One (1) 36” x 40” driver’s side, emergency exit window.

o Retractable bench seating for work stations that folds out when in use and folds away under desk area when not in use.

o Sixteen (16), 12 V 18” white florescent light fixtures to be provided on the ceiling. Each light to have individual switch in addition to a main switch to control all lights at the electrical panel.

o Cabling paths to be provided for all computer and networking equipment. A two piece multichannel nonmetallic raceway shall perimeter all workstations for access to 120 V AC and computer wiring.

o Three (3) 9V smoke alarms, ceiling mounted.

o Three (3) CO2 detectors, floor mounted.

o Two (2) 5 lb. dry chemical fire extinguishers (located near exits).

o One (1) monitor NEC 4000, wall mounted with isolators. Screen mirroring and/or air play capabilities.

o One (1) touch screen smart board, wall mounted with isolators.

o Peavy audio amplifier system, with mixer, front and rear mounted speakers.

Document Phase Document Description Page 10 o Wireless G broadband router - Linksys WRT54G.

o One (1) Sony SLVD500P, DVD player cabinet mounted.

o Indirect wall/ceiling lights; halogen direct ceiling lights

• Cabinets o Fabricate and install interior storage cabinets, countertops, shelves, tables, and workstations. No fiberboard in construction of cabinetry.

o All cabinets to be constructed of 3/4" cabinet grade plywood and installed to Kentucky commercial standards.

o Cabinets finished in Wilson Art or equal laminate. All overhead cabinet doors to be hinged at top with “hands free” retainer.

o All cabinet doors to have stainless steel positive type latches to prevent opening while vehicle is in motion.

o All areas where countertops, cabinets, bulkheads, and walls meet to be custom finished to fit. No silicone to be used on interior finish.

o Counter tops to be constructed of ¾” plywood with color coordinated 1/16” laminate (to be determined upon Vendor selection).

• 120 AC Electrical System o All wiring shall meet or exceed NEC or applicable FMVSS standards. For ease of maintenance and service, a removable wiring access panel parallels all horizontal wiring routes.

o One (1) Onan 12KW Quiet water-cooled diesel powered generator. Generator to be mounted in a custom fabricated insulated compartment with full length hinge and door hold up.

o Generator compartment to be insulated with high density sound absorbing foam and oil resistant foil faced lining. Generator - plumbed to draw fuel from chassis fuel tank.

o All 120/240V AC control panel, UL listed magnetic/hydraulic circuit breaker with LED indicators to show activation.

o Duplex wall outlets at each workstation.

o One (1) exterior GFI duplex outlets with weather sealed cover to be provided.

o Three (3) 115V rated AC types, UL listed, roof mounted air conditioner units. Air conditioning system to be centrally-ducted in the ceiling with a minimum of eighteen (18) ceiling vents.

Units shall be minimally rated by manufacturer at 13,000 BTU output capacity each 5,600 BTU heat strips. Units shall include their own temperature thermostat to control the temperature at a comfortable level inside the coach.

o All electrical circuits and appliances shall conform to applicable national electrical codes.

• 12V Electrical System o In addition to the chassis battery, two (2) group 27 deep-cycle batteries must be included. Batteries shall be installed under floor in weather resistant compartment.

o All 12V wiring THHN stranded, bundled, color coded and numbered.

o One (1) 90-amp minimum power converter with charger to convert 120V nominal AC to 13.6V

DC to include reverse battery polarity protection, brown out input protection. Fan speed to be controlled by converter’s internal ambient temperature.

o One (1) solenoid to be installed to allow alternator to charge the main and auxiliary batteries while vehicle engine is running.

o 12V DC control panel with UL listed magnetic/hydraulic circuit breakers with LED indicators to show activation.

• Miscellaneous Features o Automatic hydraulic leveling system sized for GVW (weight) of vehicle.

o Rearview camera system with exterior speaker and monitoring custom built into dashboard, to assist in backing up vehicle. Monitoring is 7” measured diagonally and automatically turns on when vehicle gear level is set in reverse.

Document Phase Document Description Page 11 o Camera to provide field of view 100 degrees horizontally and 80 degrees vertically.

o Two (2) Cole Hersee M284 master disconnect switches for main battery system and auxiliary battery system.

o Shore power- 36’ 120/240 volt, single phase, 50 amp shore power cord with Nema 14P50 o connector.

o Fully automatic satellite dish w/ 2-way internet access, 1-meter dish.

o Satellite service for thirteen (13) workstations, one (1) year, 256 kbps upload, 1000 kbps download.

o One (1) UPS (uninterrupted power source), 2000 watts, 30DOVA, dual output distribution switches w/ bypass.

o One (1) wheelchair lift, automatic, ADA approved, with door.

o Security system with 2 remote controls and siren (type to be determined upon Vendor selection).

o

Regulatory Restrictions and Litigation

Each Respondent must describe in detail any past or pending regulatory restrictions, consent orders, stipulations, or litigation in which the Respondent or any of its principals, owners, directors, or officers has ever been a party that would affect its ability to provide the required services. Respondents must indicate if any officers, principals, owners, or directors have been convicted of a felony. If so, a detailed description of each incident must be included. Respondent must also indicate whether or not any liquidated damages have ever been imposed against the Respondent for the untimely completion of any task required by the terms of any contract for services entered into between the Respondent and any other entity during the past five (5) years. If so, a detailed description of each such incident, including the amount of liquidated damages imposed, must be included.

Subcontractors

The Respondent shall list all subcontractors intended to be employed in performing the services of this RFP.

The scope of services provided by the subcontractor (s) will be clearly and precisely defined. KHEAA will communicate directly with the Respondent if any issues/disputes with the subcontractor occur during the term of the contract.

3.00 Evaluation Criteria

KHEAA shall conduct a comprehensive, fair, and impartial evaluation of all proposals. The KHEAA may reject any proposal that is incomplete or in which there are significant inconsistencies or inaccuracies. KHEAA reserves the right to reject all proposals.

KHEAA has established a Proposal Evaluation Committee to review, evaluate, and verify information submitted by the offeror.

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.

Any product substitutions to be approved by KHEAA.

The proposals shall be submitted in two (2) parts: The Technical Proposal and the Cost Proposal. Do not include any price/cost proposal information in the Technical Proposal.

Past Experience (Technical Proposal): The Respondent’s past experience in providing services and products similar to those requested under this RFP will be evaluated. The ability, capacity and skill of the respondent to perform the requested services on a timely manner will be examined. The background, quality and level of expertise of Respondent’s staff will be evaluated.

Proposal Evaluation (Technical Proposal): Demonstration of the Respondent’s understanding of the customized truck and the service needs stated herein will be evaluated. The written proposal should indicate the ability of the Respondent to meet the terms of the RFP.

Cost: Fees and other costs charged to KHEAA will be evaluated. The Respondent with the lowest overall cost shall be awarded the maximum number of points (35 points).

Cost Proposal Evaluation:

Document Phase Document Description Page 12

The Proposal with the best Price/Cost receives the maximum score. The Proposal with the next lowest Price/ Cost receives points by dividing the lowest Price/Cost by the next lowest bid and multiply that percentage by the available.

For example, 35 points is allocated to the lowest Price/Cost criteria for this contract. Proposal “A” bids $25,000 as the lowest cost and receives the maximum 35 points ($25,000/$25,000 = 1.00 x 35 = 35 points). Assume proposal “B” bids $30,000 is the next lowest cost ($25,000/$30,000 = .83 x 35 = 29.1 points) Then “B” receives 29.1 points.

Assume proposal “C” bids $50,000 and is the third lowest cost ($25,000/$50,000 = .50 x 35 = 17.5 points) Then “C” receives 17.5 points.

KHEAA shall evaluate the proposals by assigning scores as indicated.

Technical Proposal Evaluation

Criteria Maximum Points Possible Experience 35 Proposal Evaluation 30 Maximum Points Possible 65

Cost Proposal Evaluation

Evaluation Criteria Maximum Points Possible Proposed Cost 35 Maximum Points Possible 35

Total Proposal Evaluation

Total Evaluation Criteria Maximum Points Possible Technical Proposal 65

Cost Proposal 35

MAXIMUM POINTS POSSIBLE 100

4.00 Schedule of RFP Activities

The following schedule presents the major activities associated with the RFP distribution, written questions and proposal submission. The Commonwealth reserves the right at its sole discretion to change the Schedule of Activities, including the associated dates and times.

Release of RFP Monday, October 14, 2024

Virtual Offeror’s Conference Wednesday, October 23, 2024

Additional Written Questions Due – No later than 4:30pm Friday, October 25, 2024

Response to Written Questions Thursday, October 31, 2024

Proposals Due – No later than 4:30 pm Tuesday, November 12, 2024 Vendor Interviews (at the discretion of the Proposal Evaluation Committee) TBD

*NOTE: ALL TIME REFERENCES ARE EASTERN TIME ZONE.

5.00 Offeror’s Conference

The Virtual Offeror’s Conference will be held at https://kheslc.zoom.us/j/83477252593 on October 23, 1-2:30pm ET.

Attendance is mandatory. This will be the only opportunity to ask oral questions. The Commonwealth shall not be bound by any oral answers to the questions presented at the Conference or oral statements made at any other time by any member

Document Phase Document Description Page 13 https://kheslc.zoom.us/j/83477252593 of the Commonwealth’s staff. Salient questions asked at the Offeror’s Conference and the responses will be reduced to writing and issued in an Addendum that shall be posted to the eProcurement website. In the event of a conflict between oral answers or statements presented at the Conference and written responses in the Addendum, written responses in the Addendum shall control.

6.00 Point of Contact

The Agency Contact named below shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular mail, express mail, electronic mail or fax), concerning this procurement shall be addressed to:

Attn: Lori Brown

KHEAA

100 Airport Road Frankfort, KY 40601

(502) 696-7314 lbrown@kheaa.com

From the issue date of this RFP until a Contractor(s) is selected and the selection is announced, Offerors shall not communicate with any other Commonwealth staff concerning this RFP.

7.00 Questions Regarding this RFP

Questions must be submitted in writing to the Agency Contact. The Commonwealth will respond to salient questions in writing by issuing an Addendum to the Solicitation. The Addendum shall be posted to the Commonwealth’s eProcurement page.

8.00 Proposal Submission

Proposals shall be received by electronic submission in the eProcurement system, Kentucky Vendor Self- Service System.

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

Proposal 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.

All bidders are cautioned to begin their electronic submission in sufficient time to complete it 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. Instructions “How to Submit an Online Response for a Business Opportunity” are posted to Kentucky’s Vendor Self Service, https://vss.ky.gov . 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).

Proposals shall be submitted in three (3) parts: The Technical Proposal, the Cost Proposal, and Proprietary Information. Each part shall consist of one document attachment.

Do not submit multiple document attachments as Technical, Cost or Proprietary. All files shall be labeled accordingly. Attachments may not exceed 65,000 KB.

Proposals submitted online 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 proposal after the published date and time for closing.

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2500000123 Final Customized Mobile Freightliner Bus Total Pages: 27 mailto:lbrown@kheaa.com https://vss.ky.gov https://vss.ky.gov mailto:Finance.CRCGroup@ky.gov

A proposal 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.

8.10 Format of Response

Electronic Proposals

Proposals shall be submitted in three (3) parts: Technical Proposal, Cost Proposal, and Proprietary Information. Each part shall consist of one document. Do not submit multiple documents as Technical, Cost or Proprietary.

1. Proposals must be submitted electronically in the eProcurement System, Kentucky Vendor Self Service site.

a. The Technical Proposal shall be submitted on one (1) document marked Technical (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos. The document should be named in the following manner: Technical – Name of offeror RFP number

b. The Cost Proposal shall be submitted on one (1) document marked Cost (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos. The document should be named in the following manner: Cost – Name of offeror RFP number

c. Any Proprietary Information shall be submitted on one (1) document marked Proprietary (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos. The document should be named in the following manner:

Proprietary – Name of offeror RFP number

Proposal shall be submitted to the Agency Contact by way of the Commonwealth eProcurement System. The outside cover of the package containing the technical proposal shall be marked:

Personal Service Contract

RFP 075-2500000123

TECHNICAL PROPOSAL

KHEAA/CIRS

The outside cover of the package containing the cost proposal shall be marked:

Personal Service Contract

RFP 075-2500000123

COST PROPOSAL

KHEAA/CIRS

All proposals must be received no later than Tuesday, November 12, 2024.

Pricing shall only be provided in the Cost Proposal. DO NOT SUBMIT ANY PRICING INFORMATION

IN THE TECHNICAL PROPOSAL.

All submitted Technical and Cost Proposals shall remain valid for a minimum of six (6) months after the proposal due date.

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8.20 Format of Technical Proposal

The Technical Proposal must be arranged and labeled in the manner set forth below.

Transmittal Letter – a Transmittal letter shall be submitted on Offeror’s letterhead, and signed by an agent authorized to bind the Offeror. The Transmittal letter shall include the following:

a. A statement that deviations are included, if applicable.

b. A statement that proprietary information is included, if applicable.

c. A statement that, if awarded a contract as a result of this Solicitation, the Offeror shall comply in full with all the requirements of the Kentucky Civil Rights Act, and shall submit all data required by KRS 45.560 to 45.640.

d. A sworn statement that, pursuant to KRS 11A.040, that Offeror has not knowingly violated any provisions of the Executive Branch Code of Ethics.

e. A statement certifying that the price in this proposal was arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other Offeror or with any competitor.

f. A statement affirming that the Offeror is properly authorized under the laws of the Commonwealth of Kentucky to conduct business in this state and will remain in good standing with the Office of the Kentucky Secretary of State for the duration of any awarded contract resulting from this Solicitation.

g. The name, address, telephone number and email address and website address, if available, of the contract person to serve as a point of contact for day-to-day operations.

h. Subcontractor information to include the name of the company, address, telephone number and contact name, if applicable.

i. Foreign entity’s organization number issued by the Secretary of State in a certificate of authority or a statement of foreign qualification, if applicable.

Completed and Signed Solicitation and Addenda – An authorized representative MUST complete and sign the Solicitation form and include the following:

a. “Vendor” box and “Payment” box must be completed.

b. Vendor shall indicate ownership type.

c. Vendor shall provide “FEIN” if applicable.

d. Vendor shall provide date the form is completed and signed.

e. Signed face of the most recent Addenda, if applicable.

Signed and Notarized Required Affidavit for Bidders or Offerors - available at the following link:

https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx

Signed and Notarized Required Affidavit for Bidders, Offerors and Contractors Claiming Resident Bidder Status – if applicable. Available at the following link:

https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx

*Offerors not claiming Resident Bidder Status need not submit this affidavit.

Signed and Notarized Required Affidavit for Bidders, Offerors and Contractors Claiming Qualified Bidder Status – if applicable. Available at the following link:

https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx

*Offerors not claiming Qualified Bidder Status need not submit this affidavit.

Response to the Technical Portion of the RFP – Please provide a detailed response to the technical requirements outlined in the Evaluation Criteria. No cost information shall be provided in the technical portion.

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8.30 Format of Cost Proposal

The Cost Proposal must be submitted under separate cover from the Technical Proposal and must be arranged and labeled in the manner specified. The proposal with the lowest price receives the maximum score. The remaining proposals 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.

8.40 Certification Regarding Debarment and Suspension

In accordance with Federal Acquisition Regulation 52.209-5, the Offeror shall certify, by signing the Solicitation, that to the best of its knowledge and belief, the Offeror and/or its Principals is (are) not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any state or federal agency.

For the purposes of this certification, “Principals”, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of subsidiary, division, or business segment, and similar positions).

9.00 Rules of Procurement

To facilitate this procurement, various rules have been established. These are described in the following paragraphs.

Offerors should review and comply with the General Conditions and Instructions for Solicitation/Contract listed under “Response to Solicitation” located on the eProcurement web page at https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

The procurement process will provide for the evaluation of proposals and selection of the winning proposal in accordance with state law and regulations. KRS Chapter 45A of the Kentucky Model Procurement Code provides the regulatory framework for the procurement of services by state agencies.

9.10 Technical Proposal Evaluation

KHEAA will evaluate the proposal based on the technical portion of the Evaluation Criteria. Each Offeror 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 Offeror. Past Offeror Performance may be considered in the award of this Contract. Offerors with a record of poor performance in the last twelve (12) months may be found non-responsible and ineligible for award.

9.20 Cost Proposal Evaluation

KHEAA will evaluate the proposal based on the cost portion of the Evaluation Criteria.

9.30 Right to Reject/Waiver of Minor Irregularities

The Commonwealth reserves the right at its discretion to reject any and all offers. The Commonwealth also reserves the right at its discretion to waive informalities and minor irregularities in offers received.

9.40 Clarification of Proposals

The Commonwealth reserves the right at its discretion to request additional information as may reasonably be required for selection and to reject any proposals for failure to provide additional information on a timely basis.

The Commonwealth reserves the right to conduct discussions with any Offeror who has submitted a proposal to determine the Offeror’s qualifications for further consideration. Such discussions shall not disclose any information derived from proposals submitted by other Offerors.

9.50 Best and Final Offers

The Commonwealth reserves the right at its discretion to request a Best and Final Offer (BAFO) for technical and/ or cost proposals. Offerors are cautioned to propose their best possible offers at the outset of the process, as there is no guarantee that any Offeror will be allowed an opportunity to submit a Best and Final technical and/or cost offer.

9.60 Vendor Response and Public Inspection

This RFP specifies the format, required information and general content of proposals to be submitted in response to the RFP. KHEAA shall not disclose any portions of the proposals prior to contract award to anyone outside

Document Phase Document Description Page 17 https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

KHEAA, representatives of the agency for whose benefit the contract is proposed, representatives of the federal government, if required, and the members of the evaluation committee. After a contract is awarded in whole or in part, the Commonwealth shall have the right to duplicate, use, or disclose all proposal data submitted by Offerors in response to this RFP as a matter of public record.

Any and all documents submitted by an Offeror in response to the RFP shall be available for public inspection after contract award pursuant to the Kentucky Open Records Act, KRS 61.870 to 61.884 (“the Act”). When responding to a request to inspect records submitted in response to this RFP, the Commonwealth will not redact or withhold any information or documents unless the records sought are exempt from disclosure pursuant to KRS 61.878 or other applicable law. Similarly, no such documents shall be exempt from public disclosure, regardless of the Offeror’s designation of the information contained therein as “proprietary,” “confidential,” or otherwise, except in cases where the requested documents (or information contained therein) would be excluded from application of the Act under KRS 61.878(1)(c).

The Commonwealth of Kentucky shall have the right to use all system ideas, or adaptations of those ideas, contained in any proposal received in response to this RFP. Selection or rejection of the proposal will not affect this right.

9.60 Vendor Response and Public Inspection

This RFP specifies the format, required information and general content of proposals to be submitted in response to the RFP. KHEAA shall not disclose any portions of the proposals prior to contract award to anyone outside KHEAA, representatives of the agency for whose benefit the contract is proposed, representatives of the federal government, if required, and the members of the evaluation committee. After a contract is awarded in whole or in part, the Commonwealth shall have the right to duplicate, use, or disclose all proposal data submitted by Offerors in response to this RFP as a matter of public record.

Any and all documents submitted by an Offeror in response to the RFP shall be available for public inspection after contract award pursuant to the Kentucky Open Records Act, KRS 61.870 to 61.884 (“the Act”). When responding to a request to inspect records submitted in response to this RFP, the Commonwealth will not redact or withhold any information or documents unless the records sought are exempt from disclosure pursuant to KRS 61.878 or other applicable law. Similarly, no such documents shall be exempt from public disclosure, regardless of the Offeror’s designation of the information contained therein as “proprietary,” “confidential,” or otherwise, except in cases where the requested documents (or information contained therein) would be excluded from application of the Act under KRS 61.878(1)(c).

The Commonwealth of Kentucky shall have the right to use all system ideas, or adaptations of those ideas, contained in any proposal received in response to this RFP. Selection or rejections of the proposal will not affect this right.

9.70 Reciprocal Preference for Kentucky Resident Bidders and Preferences for a Qualified Bidder The scoring of bids/proposals is subject to the reciprocal preference for Kentucky resident bidders and preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (See KRS 45A.490(1), (2), 45A.492, 45A.494 and KAR 200 5:410).

Vendors not claiming resident bidder or qualified bidder status need not submit the corresponding affidavit.

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 the attached Required Affidavit for Bidders, Offerors and Contractors Claiming Resident Bidder Status as part of its response. KHEAA 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.

As part of its response, a nonresident bidder shall submit its certificate of authority to transact business in 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

Document Phase Document Description Page 18 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 Qualified Bidder or the Department of Corrections, Division of Prison Industries (200 KAR 5:410)

Pursuant to KRS 45A.470 and 200 KAR 5:410, 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. New Vision Industries, Inc., 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). Any bidder claiming “qualified bidder” status, other than New Vision Industries, Inc., shall submit a notarized affidavit affirming that it meets the requirements to be considered a qualified bidder as part of its response to the solicitation (affidavit form included as part of this RFP). If requested, failure to provide documentation proving qualified bidder status to a public agency, if requested, may result in disqualification of the bidder or contract termination.

9.80 Negotiation

After conducting the evaluation to determine the best proposal received, KHEAA reserves the right to negotiate a fair and reasonable compensation based on the pricing submitted in the offeror’s proposal.