Final_RFP_095_2000000315_1_SO_FORM.PDF

Document ID: RFP 095 2000000315 Page: 1

Commonwealth of Kentucky

SOLICITATION

Addenda: No Addenda #:

TITLE: ARMY FIRE RISK ASSESSMENT @ WHF & ARTEMUS TRAINING SITES

Date Issued:

3/9/20 Record Date:

2020-03-09

Solicitation Closes Date:

3/19/20 Time:

14:00

Solicitation No:

RFP 095 2000000315

Online Bidding Prohibited: Yes

For Information Call:

Sandra Coone 502-607-1615

Bid Receiving Location:

Department of Military Affairs Contract Specialist 100 Minuteman Pkwy Bldg 162 Frankfort KY 40601

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 095 2000000315 Page: 2

Line Items

Commodity Group: Default

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

1 FIRE RISK ASSESSMENT/STMT OF

COVER

Comm Code Comm Description Manufacturer Model # Manuf Part #

95343 Fire

Extended Description

FIRE RISK ASSESSMENT/STMT OF COVER

WENDELL H FORD REGIONAL TRAINING CENTER

4675 State Route 181, N Greenville, KY 42345-0508

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

2 FIRE RISK ASSESSMENT/STMT OF

COVER

Comm Code Comm Description Manufacturer Model # Manuf Part #

95343 Fire

Extended Description

FIRE RISK ASSESSMENT/STMT OF COVER

ARTEMUS/DISNEY TRAINING SITE

537 TVA Road Artemus, KY 40903

Shipping Information DMA - Wendell H Ford Regional Training Center

4675 State Route 181, N Bldg 201 Greenville KY 42345-0508

Billing Information DMA - Division of Facilities Management Accounts Rec 100 Minuteman Pkwy Bldg 162 Frankfort KY 40601

Document ID: RFP 095 2000000315 Page: 3

Submission Checklist

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

Item Resume(s) that will reflect fire risk assessments and work related to DoD.

Proposed cost solution under sealed cover and by closing date and time Offeror with the earliest availability to start assessments.

Revised December 2019

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 8.10 of this RFP)

_____ *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 8.10 of this RFP

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

(Section 8.00 of the Personal Service Contract Terms and Conditions of this RFP)

_____ REQUIRED AFFIDAVIT(S) – Section 8.10 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

Department of Military Affairs/Division of Facilities Management Fire Risk Assessment

RFP 095 20000000315

Document Description Page 4

2000000315 ARMY FIRE RISK ASSESSMENT @ WHF & ARTEMUS

TRAINING SITES

https://www.merriam-webster.com/dictionary/seal https://www.merriam-webster.com/dictionary/seal

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, Department of Military Affairs, Division of Facilities.

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

We are seeking a bid for an Army Fire & Emergency Services Installation Community Risk Assessment/Standard of Cover (CRA/SOC) at two Kentucky National Guard (KYNG) locations. Wendell H. Ford Regional Training Center (WHFRTC) and the Harold L. Disney Training Site (HLDTS).

WHFRTC is approximately 11,250 acres and the primary land use is military training.

WHFRTC has year-round accommodations including the Training Center Headquarters, Battalion/Brigade headquarters building, barracks and quarters for 800 troops, a 200 seat-dining hall, education center, Troop Medical Center, Helipad and a number of support facilities. WHFRTC also features live-fire ranges, hardened bivouac sites, a controlled humidity storage complex, maintenance facilities for military equipment the Unit Training Equipment Site (UTES), engagement skills training center, obstacle course and a 4,200-foot grass runway. The facilities are used primarily by the Kentucky Army National Guard (KYARNG) and by other National Guard units, Reserve and Active Component units from every branch of service as well as law enforcement units and civic organizations. State agencies such as the State Police use the administrative facilities at WHFRTC. WHFRTC contains four major land use areas: the cantonment area, restricted areas, weapons training ranges and their surface danger zones and the training and maneuver area. The centrally located cantonment area is about 149 acres and contains most of the building, streets and training support facilities at WHFRTC. Restricted areas or areas off limits to training activities include approximately 800 acres of wetlands and ponds, and about 100 acres under active mining permits.

Weapons training ranges and their surface danger zones occupy about 1500 acres. The remaining training and maneuver land is intended for maneuver and maneuver support training.

HLDTS, also known as Artemus, consists of 560 acres located in Knox County KY and is a smaller company to battalion sized training area. The training area consist of mainly a maneuver area and contains Barracks and shower facilities, classroom spaces, a maintenance facility that supports the infantry battalion in neighboring communities as well as units utilizing the site. Artemus has 250KW of solar photovoltaics in ground mount, roof mount, and tracking configurations and is a net zero training site.

2.00 Scope of Work

The Fire Risk Assessment/Standard of Cover requires that the contractor provide all materials, tools, equipment, labor, services, and supervision required to complete the following work. Consultant shall provide a complete Fire Risk Assessment/Standard of

Document Description Page 5

TRAINING SITES

Cover of both training sites. The primary goal for the contractor is to identify firefighting requirements and their levels of risk in its operational program. The analysis of its deliveries of service provided at each location will be reflected within the CRA/SOC as both the 3 Axis and Risk Management (RM) risks models.

The RM risk models will follow the Army F&E Scope of Services Policy memorandum and the assessment platform found in AR385-10, “The Army Safety Program” and PAM385-30 “Mishap Risk Management” using “Risk Management” (RM).

A. The assessment and assessment period shall recognize the following:

1. Check-in: The contractor is required to submit a daily strength report to the Kentucky Department of Military Affairs, Facilities Division and/or the Contracting Officer Representative (COR) prior to beginning or resuming work on the installation.

2. Scheduling: The contractor will be required to provide a work schedule and coordinate scheduling of work to be performed with Kentucky Department of Military Affairs, Facilities Division and end user.

Contractor access to facilities located at WHFRTC and HLDTS will require an advance notice of access NO LESS THAN 24 hours by the contractor and/or the subcontractor.

3. Unknown Conditions: The contract assumes no responsibility for hidden or unknown conditions; however, they may be handled as a no cost field change or modification to the contract.

4. The contractor shall be liable for loss or damage to government furnished property caused by the contractor. Compensation shall be effected either by reduced amounts owed to the contractor or by direct payment by the contractor. The government will determine the method. In the case of damaged property, the amount of compensation due to the government by the contractor shall be the actual cost of the repair, provided such amount does not exceed the economic repair value.

5. Upon arrival contractor will be provided with a map of the installation that shows all buildings and fire hydrants.

6. Upon arrival contractor will be provided with a map showing all supply lines for hydrants, hydrant locations marked and current available water supply for each hydrant.

7. Upon arrival Department of Military Affairs (DMA) staff will escort contractor as needed to provide keys and access to areas of the installation to be included in assessment.

8. Upon arrival DMA staff will provide assistance in setting up appointments to meet with mutual aid departments to arrange short sit-down meetings to understand the assets they can provide for the installation.

B. The CRA must include eight (8) major functional areas:

1. Initial Structure Response-Companies and Staffing

2. Aircraft Rescue Firefighting (ARFF) (if applicable)

3. Aggregate Response Times (ART)-Structure

4. Aggregate Response Times (ART) ARFF (if applicable)

5. Wildland Urban Interface

Document Description Page 6

6. Hazardous Materials Response

7. Technical Rescue/Confined Space Rescue

8. Fire Prevention

C. Specific Requirements:

a. The study and analysis shall take in to consideration that these installations are government facilities, subsequently all of the real property is self-insured (by the government) and some of the personal property of army personnel, is insured through personal insurance coverage.

b. The study and analysis shall consider, as a minimum, the provisions of the following references:

1. DODI 6055.06 DoD Fire and Emergency Services (F&ES)

Program

2. DODI 6055.06-M DoD fire & Emergency Services Certification

Program

3. AR 420-1 Army Facilities Management

4. AR385-10 Army Safety Program

5. PAM385-30 Mishap Risk Management

6. Applicable National Fire Protection Association Codes and

Standards

7. Center for Public Safety Excellence, Community Risk

Assessment/Standard of Cover Manual, Ninth Edition

8. Applicable Occupational Safety and Health Administration

Regulations (OSHA)

9. Army Fire & Emergency Services Scope of Services Policy

Memorandum

10. Army Adaptation of the Center for Public Safety Excellence

Three-Axis Calculator Memorandum

D. Description of Work:

1. Complete a Fire Risk Assessment/Standard of Cover for both WHFRTC and HLDTS training grounds. Reports for each site presented as separate documents to the owner.

2. Report must have an assessment of all outside agency's (Fire Department) capabilities, which may respond to the training sites, to include operation of equipment, ant training level and travel times. List of outside agencies provided to contractor by owner.

3. Report must assess the level of risk associated with utilizing outside agencies.

(List will be provided) across all facets of assessment.

4. Report must assess fire risk assessment from future, and current fire station site.

Future site provided to contractor by owner.

5. Upon notification of award, arrive on-site, report to point of contact an initiate work on a date agreed to within thirty (30) days by the appropriate authorities and the contractor.

Document Description Page 7

6. Upon completion of the site survey, contractor will provide a draft of each report (CRA and SOC) for comment to the contracting office representative (COR) within 90 days. At the time that the comments are returned via official email, the final reports will be provided within 30 days to the COR.

7. Provide two copies of the final report as a professionally bound document along with a copy of the report in Adobe Acrobat on compact disk.

8. Prior to arrival of individual(s) to accomplish the analysis no work, research, or labor by Kentucky Army National Guard personnel will be extended in preparation of the analysis with the exception of completing a contractor supplied Data Call Sheet for basic department information such as; department profile, F&ES personnel, training, F&ES equipment, response data, dispatch data, fire prevention data, and any Fire Chief concerns that could be reflected within the CRA/SOC.

9. Minimum of twenty five (25) U.S. Army Fire and Emergency Services Operation Readiness Inspections (FESORI). Ten (10) references of past performance using RM are required and are to be submitted with the bid package. Contractor may provide additional contractor support personnel as deemed necessary.

3.00 Evaluation Criteria

The Department of Military Affairs will evaluate the proposals based on the following evaluation factors:

MANDATORY REQUIREMENTS; the awarded vendor may have either one individual or a team comprised with the following minimum requirements:

Shall have conducted a minimum of twenty (20) fire risk assessments with at least five

(5) using the RM process, and have Fire and Emergency Services (FES) managerial experience and worked in Department of Defense (DOD) operations.

(Proof of education and training certificate are required for the above and shall be submitted with bid and attached with the response)

EXPERIENCE: (100 points)

Any additional Fire Risk Assessments beyond the mandatory requirements will receive additional points based on number of assessments performed.

Vendor with highest number of additional Fire Risk Assessments will receive maximum points. Submit with bid, resume(s) with references, that reflect Fire Risk Assessments/Standard of Cover completed by vendor.

START OF CONTRACT: (55 points):

The vendor that is able to start assessment the soonest after awarding of contract, will receive the maximum points possible.

For example, if 55 points is allocated to the Start of Contract criteria for this procurement, Offeror “A” bids 10 days as the earliest Offeror and receives maximum 55 points (55/55 = 1 x 55 = 55) Assume Offeror “B” is the next earliest at 15 days then “B” receives 37 points (10/15 = .67 x 55 = 37).

COST: (45 points):

Document Description Page 8

The vendor with the lowest cost will receive the maximum points. The cost shall include all travel expenses such as meals, lodging, airfare and other expenses to the vendor to provide the requested service.

The cost shall be submitted on the cost proposal form attached with the solicitation.

Oral Presentation: Optional (100pts)

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 03/09/2020 Proposals Due by: 2:00 pm EST 03/19/2020 All bidders are cautioned to be aware of the security at the Boone National Guard Center located at Minuteman Pkwy, Frankfort, Kentucky. All bids shall be time stamped in the Procurement Office, Facilities/FMO Bldg #162 no later than the due date and time defined in this Solicitation. In person or courier, delivered bids in response to this Solicitation shall be delivered to Sandra Coone, Facilities/FMO Building #162. Delays due to building security checks shall not be justification for acceptance of a late bid.

*NOTE: ALL TIME REFERENCES ARE TO THE EASTERN TIME ZONE.

5.00 Offeror’s Conference

Not Applicable

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:

Sandra Coone 100 Minuteman Parkway, Bldg. 162 Frankfort, KY 40601 502-607-1615 Sandra.k.coone.nfg@mail.mil

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

Each qualified offeror shall submit only one (1) proposal. Alternate proposals shall not be allowed. Failure to submit as specified shall result in a non-responsive proposal.

Document Description Page 9

The vendor should complete the "Vendor" box on the face of the solicitation. An authorized representative of the vendor shall sign where indicated on the face of the solicitation. If the solicitation is not signed the proposal shall be deemed non-responsive.

Acknowledgment of Addenda

It is the vendor's responsibility to check the web site for any modifications to this solicitation. Vendors are encouraged to acknowledge each addendum by signing and submitting the latest addendum with their response. However, signing the face of the solicitation as indicated above constitutes the vendor’s acknowledgement of and agreement to be bound by the terms of all addenda issued.

Failure to specifically acknowledge addenda will not excuse the vendor from adhering to all changes to the requirements of the solicitation set forth therein nor provide justification for any pricing changes.

All submitted technical and cost proposals shall remain valid for a minimum of six (6) months after the proposal due date.

Proposals shall be submitted in three (3) parts: The Technical Proposal, the Cost Proposal, and the Proprietary Information.

The Technical Proposal should include one (1) marked original hard/paper copy technical and two (2) marked technical in paper copy.

The Cost Proposal should include one (1) marked original hard/paper copy cost and two

(2) marked cost hard/paper copy.

Any Proprietary Information should include one (1) marked original hard/paper copy proprietary and two (2) marked copy proprietary data.

All proposals must be received no later than 2:00 PM EST March 19, 2020.

Proposal shall be submitted to the Agency Contact. The outside cover of the package containing the technical proposal shall be marked:

Army Fire & Emergency Services Installation Community Risk Assessment/ Standard of Cover (CRA/SOC)

RFP 095 20000000315

TECHNICAL PROPOSAL

Name of Offeror

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

Document Description Page 10

Army Fire & Emergency Services Installation Community Risk Assessment/ Standard of Cover (CRA/SOC)

RFP 095 20000000315

TECHNICAL PROPOSAL

Name of Offeror

ELECTRONIC OR FACSIMILE PROPOSALS SHALL NOT BE CONSIDERED.

8.10 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, fax 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 should 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.

Document Description Page 11

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

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

http://finance.ky.gov/services/forms/Pages/default.aspx

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

http://finance.ky.gov/services/forms/Pages/default.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:

http://finance.ky.gov/services/forms/Pages/default.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.

8.20 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.

8.30 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 http://finance.ky.gov/services/policies/Documents/FAP%20110-10-00.pdf

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

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2000000315 ARMY FIRE RISK ASSESSMENT @ WHF & ARTEMUS

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http://finance.ky.gov/services/forms/Pages/default.aspx http://finance.ky.gov/services/forms/Pages/default.aspx http://finance.ky.gov/services/forms/Pages/default.aspx http://finance.ky.gov/services/policies/Documents/FAP%20110-10-00.pdf of the Kentucky Model Procurement Code provides the regulatory framework for the procurement of services by state agencies.

9.10 Technical Proposal Evaluation

The Department of Military Affairs/Facilities Division 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

The Department of Military Affairs/Facilities Division will evaluate the proposal based on the cost portion of the Evaluation Criteria.

Offeror shall only provide cost on the attached Cost Proposal Form; otherwise, the proposal may be deemed non-responsive.

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. The Department of Military Affairs/Facilities Division shall not disclose any portions of the proposals prior to contract award to anyone outside the Department of Military Affairs/Facilities Division, 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.

Document Description Page 13

Any and all documents submitted by an Offeror in response to the RP 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. The Department of Military Affairs 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 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

Document Description Page 14 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 Right to Use Oral Presentations to Verify/Expand on Proposal The Commonwealth reserves the right at its discretion to require Oral Presentations by some or all of the Offerors to verify or expand on the Technical or Cost Proposals.

9.85 Oral Presentation Evaluation Criteria

The highest ranking vendors may be requested to provide oral presentations/ demonstrations to answer questions or to clarify the understanding of the evaluators in accordance with the requirements of this RFP. The oral presentation shall be scheduled at the discretion of the Commonwealth. The Commonwealth reserves the right not to require oral presentations/demonstrations at its discretion or in the event that they would not affect the final rankings.

9.90 Negotiation

After conducting the evaluation to determine the best proposal received, the Department of Military Affairs reserves the right to negotiate a fair and reasonable compensation based on the pricing submitted in the offeror’s proposal. If the negotiations fail to reach an agreement on a fair and reasonable compensation rate, the Department of Military Affairs reserves the right to proceed to the next highest ranked proposal. Other terms and conditions relating to the technical and/or cost proposals may be negotiated at the sole discretion of the Commonwealth.

9.95 Best Interests of the Commonwealth

The Commonwealth will rank all proposals in the manner set forth in the Evaluation Criteria. However, the Commonwealth reserves the right to reject any or all proposals in whole or in part before, during, or after negotiation based on the best interests of the Commonwealth.

CONTRACT AWARD, TERMS, AND CONDITIONS

10.00 Notification of Award

To view the award of contract(s), including the contractor(s) receiving the award(s) for this solicitation, access the Kentucky Vendor Self Service Site at http:// emarsonline1311.state.ky.us/webapp/vssprdonline/AltSelfService.

Offerors can search for the solicitation title or number in the keyword search field or filter their search for only awarded solicitations by clicking on “Advanced Search” and changing the status to “awarded.” The award(s) information can be accessed by clicking on the details button of the solicitation and clicking the “Notice of Award” tab. It is the Offeror’s responsibility to review this information in a timely fashion. No other notification of the results of an Award of Contract will be provided to unsuccessful Offerors.

10.10 Beginning of Work

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This Contract is not effective and binding until approved by the Secretary of the Finance and Administration Cabinet and filed with the Legislative Research Commission’s Government Contract Review Committee. The Contractor shall not commence any billable work until a valid Contract has been fully executed. This Contract, including the components referenced in Section 10.20, shall represent the entire agreement between the parties. Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon this Contract.

10.20 Contract Components and Order of Precedence

The Commonwealth’s acceptance of the Contractor’s offer in response to the Solicitation, indicated by the issuance of a Contract Award, shall create a valid contract between the Parties consisting of the following:

1. Procurement Statutes, Regulations and Policies

2. Any written Agreement between the Parties.

3. Any Addenda to the Solicitation.

4. The Solicitation and all attachments

5. Any Best and Final Offer.

6. Any clarifications concerning the Contractor’s proposal in response to the

Solicitation.

7. The Contractor’s proposal in response to the Solicitation.

In the event of any conflict between or among the provisions contained in the Contract, the order of precedence shall be as enumerated above.

10.30 Contract Term

The initial term of the Contract is anticipated to be from April 15, 2020 through September 30, 2020.

This agreement is not effective until the Secretary of the Finance and Administration Cabinet or his authorized designee has approved the Contract and until the Contract has been filed with the Legislative Research Commission, Government Contract Review Committee.

10.40 Changes and Modifications to the Contract

Pursuant to 200 KAR 5:311, no modification or change of any provision in the Contract shall be made, or construed to have been made, unless such modification is mutually agreed to in writing by the Contractor and the Commonwealth, and incorporated as a written amendment by the Department of Military Affairs prior to the effective date of such modification or change. Modification shall be subject to prior approval from the Secretary of the Finance and Administration Cabinet, or this authorized designee, and the LRC Government Contract Review Committee. Memoranda of Understanding, written clarification, and/or other correspondence shall not be construed as amendments to the Contract.

10.50 Notices

Document Description Page 16

Unless otherwise instructed, all notices, consents, and other communications required and/or permitted by the Contract shall be in writing. After the award of the Contract, all communications of a contractual or legal nature are to be made to the Agency Contact.

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Personal Service Contract Standard Terms and Conditions Revised December 2019

Whereas, the first party, the state agency, has concluded that either state personnel are not available to perform said function, or it would not be feasible to utilize state personnel to perform said function; and Whereas, the second party, the Contractor, is available and qualified to perform such function; and Whereas, for the abovementioned reasons, the state agency desires to avail itself of the services of the second party;

NOW THEREFORE, the following terms and conditions are applicable to this contract:

1.00 Effective Date:

This contract is not effective until the Secretary of the Finance and Administration Cabinet or his authorized designee has approved the contract and until the contract has been submitted to the Legislative Research Commission, Government Contract Review Committee (“LRC”). However, in accordance with KRS 45A.700, contracts in aggregate amounts of $10,000 or less are exempt from review by the committee and need only be filed with the committee within 30 days of their effective date for informational purposes.

KRS 45A.695(7) provides that payments on personal service contracts and memoranda of agreement shall not be authorized for services rendered after government contract review committee disapproval, unless the decision of the committee is overridden by the Secretary of the Finance and Administration Cabinet or agency head, if the agency has been granted delegation authority by the Secretary.

2.00 Renewals:

Upon expiration of the initial term, the contract may be renewed in accordance with the terms and conditions in the original solicitation. Renewal shall be subject to prior approval from the Secretary of the Finance and Administration Cabinet or his authorized designee and the LRC Government Contract Review Committee in accordance with KRS 45A.695 and KRS 45A.705, and contingent upon available funding.

3.00 LRC Policies:

Pursuant to KRS 45A.725, LRC has established policies which govern rates payable for certain professional services. These are located on the LRC webpage (http://www.lrc.ky.gov/Statcomm/Contracts/ homepage.htm) and would impact any contract established under KRS 45A.690 et seq., where applicable.

4.00 Choice of Law and Forum:

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

5.00 EEO Requirements:

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

6.00 Cancellation:

Both parties shall have the right to terminate and cancel this contract at any time not to exceed thirty (30) days' written notice served on the Contractor by registered or certified mail.

7.00 Funding Out Provision:

The state agency may terminate this contract if funds are not appropriated to the contracting agency or are not otherwise available for the purpose of making payments without incurring any obligation for payment after the date of termination, regardless of the terms of the contract. The state agency shall provide the Contractor thirty (30) calendar days’ written notice of termination of the contract due to lack of available funding.

Document Description Page 18

TRAINING SITES

http://www.lrc.ky.gov/Statcomm/Contracts/homepage.htm

8.00 Reduction in Contract Worker Hours:

The Kentucky General Assembly may allow for a reduction in contract worker hours in conjunction with a budget balancing measure for some professional and non-professional service contracts. If under such authority the agency is required by Executive Order or otherwise to reduce contract hours, the agreement will be reduced by the amount specified in that document. If the contract funding is reduced, then the scope of work related to the contract may also be reduced commensurate with the reduction in funding. This reduction of the scope shall be agreeable to both parties and shall not be considered a breach of contract.

9.00 Authorized to do Business in Kentucky:

The Contractor affirms that it is properly authorized under the laws of the Commonwealth of Kentucky to conduct business in this state and will remain in good standing to do business in the Commonwealth of Kentucky for the duration of any contract awarded.

The Contractor shall maintain certification of authority to conduct business in the Commonwealth of Kentucky during the term of this contract. Such registration is obtained from the Secretary of State, who will also provide the certification thereof.

Registration with the Secretary of State by a Foreign Entity:

Pursuant to KRS 45A.480(1)(b), an agency, department, office, or political subdivision of the Commonwealth of Kentucky shall not award a state contract to a person that is a foreign entity required by KRS 14A.9-010 to obtain a certificate of authority to transact business in the Commonwealth (“certificate”) from the Secretary of State under KRS 14A.9-030 unless the person produces the certificate within fourteen (14) days of the bid or proposal opening. Therefore, foreign entities should submit a copy of their certificate with their solicitation response. If the foreign entity is not required to obtain a certificate as provided in KRS 14A.9-010, the foreign entity should identify the applicable exception in its solicitation response. Foreign entity is defined within

KRS 14A.1-070.

For all foreign entities required to obtain a certificate of authority to transact business in the Commonwealth, if a copy of the certificate is not received by the contracting agency within the time frame identified above, the foreign entity’s solicitation response shall be deemed non-responsive or the awarded contract shall be cancelled.

Businesses can register with the Secretary of State at https://onestop.ky.gov/Pages/default.aspx

10.00 Invoices for fees:

The Contractor shall maintain supporting documents to substantiate invoices and shall furnish same if required by state government. The invoice must conform to the method described in Section V of this contract.

Pursuant to KRS 45A.695, no payment shall be made on any personal service contract unless the individual, firm, partnership, or corporation awarded the personal service contract submits its invoice for payment on a form established by the committee.

*Invoice form is available on the Legislative Research Commission, Government Contract Review Committee website: http://www.lrc.ky.gov/Statcomm/Contracts/homepage.htm

11.00 Travel expenses, if authorized:

The Contractor shall be paid for no travel expenses unless and except as specifically authorized by the specifications of this contract or authorized in advance and in writing by the Commonwealth. The Contractor shall maintain supporting documents that substantiate every claim for expenses and shall furnish same if requested by the Commonwealth.

12.00 Other expenses, if authorized herein:

The Contractor shall be reimbursed for no other expenses of any kind, unless and except as specifically authorized within the specifications of this contract or authorized in advance and in writing by the Commonwealth.

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2000000315 ARMY FIRE RISK ASSESSMENT @ WHF & ARTEMUS

TRAINING SITES

https://onestop.ky.gov/Pages/default.aspx

If the reimbursement of such expenses is authorized, the reimbursement shall be only on an out-of-pocket basis. Request for payment of same shall be processed upon receipt from the Contractor of valid, itemized statements submitted periodically for payment at the time any fees are due. The Contractor shall maintain supporting documents that substantiate every claim for expenses and shall furnish same if requested by the Commonwealth.

13.00 Purchasing and specifications:

The Contractor certifies that he/she will not attempt in any manner to influence any specifications to be restrictive in any way or respect nor will he/she attempt in any way to influence any purchasing of services, commodities or equipment by the Commonwealth of Kentucky. For the purpose of this paragraph and the following paragraph that pertains to conflict-of interest laws and principles, "he/she" is construed to mean "they" if more than one person is involved and if a firm, partnership, corporation, or other organization is involved, then "he/she" is construed to mean any person with an interest therein.

14.00 Conflict-of-interest laws and principles:

The Contractor certifies that he/she is legally entitled to enter into this contract with the Commonwealth of Kentucky, and by holding and performing this contract, he/she will not be violating either any conflict of interest statute (KRS 45A.330-45A.340, 45A.990, 164.390), or KRS 11A.040 of the executive branch code of ethics, relating to the employment of former public servants.

15.00 Campaign finance:

The Contractor certifies that neither he/she nor any member of his/her immediate family having an interest of 10% or more in any business entity involved in the performance of this contract, has contributed more than the amount specified in KRS 121.056(2), to the campaign of the gubernatorial candidate elected at the election last preceding the date of this contract. The Contractor further swears under the penalty of perjury, as provided by KRS 523.020, that neither he/she nor the company which he/she represents, has knowingly violated any provisions of the campaign finance laws of the Commonwealth, and that the award of a contract to him/her or the company which he/she represents will not violate any provisions of the campaign finance laws of the Commonwealth.

16.00 Access to Records:

The state agency certifies that it is in compliance with the provisions of KRS 45A.695, "Access to contractor's books, documents, papers, records, or other evidence directly pertinent to the contract." The Contractor, as defined in KRS 45A.030, agrees that the contracting agency, the Finance and Administration Cabinet, the Auditor of Public Accounts, and the Legislative Research Commission, or their duly authorized representatives, shall have access to any books, documents, papers, records, or other evidence, which are directly pertinent to this agreement for the purpose of financial audit or program review. The Contractor also recognizes that any books, documents, papers, records, or other evidence, received during a financial audit or program review shall be subject to the Kentucky Open Records Act, KRS 61.870 to 61.884. Records and other prequalification information confidentially disclosed as part of the bid process shall not be deemed as directly pertinent to the agreement and shall be exempt from disclosure as provided in KRS 61.878(1)(c).

17.00 Protest:

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

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

Holly M. Johnson, Secretary

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Finance and Administration Cabinet Room 383, New Capitol Annex 702 Capitol Avenue Frankfort, KY 40601

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

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

18.00 Social security: (check one)

_____ The parties are cognizant that the state is not liable for social security contributions, pursuant to 42 U.S. Code, section 418, relative to the compensation of the second party for this contract.

_____ The parties are cognizant that the state is liable for social security contributions, pursuant to 42 U.S.

Code, section 418, relative to the compensation of the second party for this contract.

19.00 Violation of tax and employment laws:

KRS 45A.485 requires the Contractor and all subcontractors performing work under the contract to reveal to the Commonwealth, prior to the award of a contract, any final determination of a violation by the Contractor within the previous five (5) year period of the provisions of KRS chapters 136, 139, 141, 337, 338, 341, and

342. These statutes relate to corporate and utility tax, sales and use tax, income tax, wages and hours…