Final_RFP_523_2700000039_2_SO_FORM.PDF

Document ID: RFP 523 2700000039 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Modification: Yes Version #: 2

TITLE: KYDJJ- Optometry Services- FY 27

Date Issued:

10/16/2026 Record Date:

10/13/2026

Solicitation Closes Date:

10/30/2026 Time:

14:00

Solicitation No:

RFP 523 2700000039

Reason for Modification

October 12,2026

MODIFICATION #1

CLOSE DATE MOVED TO OCTOBER 30,2026

POST SOLICITATION Q AND AS

Online Bidding Prohibited: No

For Information Call:

Sara Briggs 502-892-3597

Bid Receiving Location:

Department of Juvenile Justice Bid Clerk 1025 Capital Center Dr Bldg #3 - 3rd Floor 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____________

Document ID: RFP 523 2700000039 Page: 2

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFP 523 2700000039 Page: 3

Line Items

Commodity Group: Default

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

1 Optometry Services

Comm Code Comm Description Manufacturer Model # Manuf Part #

94868 Optician/Optometrical Services (Non- Physician)

Extended Description Optometry services for KYDJJ-

Shipping Information DJJ - Fiscal Branch

1025 Capital Center Drive Bldg #3 - 3rd Floor Frankfort KY 40601

Billing Information DJJ - Fiscal Branch

1025 Capital Center Drive Bldg #3 - 3rd Floor Frankfort KY 40601

Document ID: RFP 523 2700000039 Page: 4

Submission Checklist

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

Item The vendor is required to provide the name and contact information for three (3) references representing entities that the vendor has done business with within the last three (3) calendar years The vendor will receive 10 points for each favorable reference received.

An unfavorable reference from a facility/agency who has requested discontinuation of services by your company may result in a fifteen (15) point reduction per unfavorable report from your total reference points.

Specify number of years of experience. Performance to provide quality laboratory services to fill prescriptions for glasses, replace broken lenses, and adjust and repair frames as required. Experience serving the general public, state, federal, or local government or state or federal corrections or jails Provide needed services under stipulated conditions and flexibility of hours, such as telephone consultation to facility staff during non-office hours when necessary. Please indicate the days of the week (weekends excluded) and the hours of each business day in which you are available to provide services under normal circumstances.

Vendor will provide a daily rate per visit that includes the services referenced in the Section 2.00 Scope of Work.

If requested

October 12,2026

MODIFICATION #1

CLOSE DATE MOVED TO OCTOBER 30,2026

POST SOLICITATION Q AND A’S

1. What training is required for the team members? Please provide the number of hours required initially and annually. PREA training is required at onboarding

2. On page 5 of the RFP it states “Contractor may expect approximately three - five (3-5) clinics per facility, per year, or expect to conduct approximately three-four (3-4) clinics per month…” What is the frequency of the current optometry clinics? Once per Month

3. Currently, how many patients on average are seen per month? Average Unique Patients seen per month across all YDC, JDC, GHs: 649

4. Please provide current ADP per facility.

Facility ADP

Ashland Group Home 5

Burnside Group Home 8

Frankfort Group Home 4

Frenchburg Group Home 5

Hopkinsville Group Home 6

Jackson Group Home 7

London Group Home 6

Middlesboro Group Home 7

Adair Juvenile Detention Center 49

Boyd Juvenile Detention Center 39

Breathitt Juvenile Detention Center 35

Campbell Juvenile Detention Center 32

Fayette Juvenile Detention Center 40

McCracken Juvenile Detention Center 27

Warren Juvenile Detention Center 43

Adair Youth Development Center 20

Lake Cumberland Youth Development Center 30

Mayfield Youth Development Center 9

Morehead Youth Development Center 7

Northern Kentucky Youth Development Center 15

Woodsbend Youth Development Center 21

5. Please provide the number of intakes per month by facility.

Facility JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER

Ashland Group Home 1 0 1 0 1 0 0 1 1

Burnside Group Home 1 1 1 4 0 1 2 2 3

Frankfort Group Home 4 1 5 6 0 6 4 4 1

Frenchburg Group Home 2 3 3 4 3 5 2 5 5

Hopkinsville Group Home 1 0 2 0 0 0 2 1 0

Jackson Group Home 1 2 2 3 2 2 3 2 3

London Group Home 0 0 1 2 1 1 1 1 1

Document Phase Document Description Page 5

2700000039 Final KYDJJ- Optometry Services- FY 27 Total Pages: 31

Middlesboro Group Home 2 3 1 2 2 3 2 2 2

Adair Juvenile Detention Center 47 37 51 69 58 58 35 53 54

Boyd Juvenile Detention Center 65 41 77 69 69 74 60 69 68

Breathitt Juvenile Detention Center 30 42 40 58 35 46 36 33 39

Campbell Juvenile Detention Center 65 48 71 72 88 68 46 73 89

Fayette Juvenile Detention Center 50 47 51 52 50 55 47 50 56

McCracken Juvenile Detention Center 41 32 45 41 54 46 38 42 43

Warren Juvenile Detention Center 44 43 54 58 67 44 49 39 56

Adair Youth Development Center 2 1 1 5 1 5 6 4 6

Lake Cumberland Youth Development Center 2 3 6 8 9 5 3 5 7

Mayfield Youth Development Center 2 2 2 4 0 0 3 0 1

Morehead Youth Development Center 0 0 1 2 1 3 3 2 1

Northern Kentucky Youth Development Center 2 4 1 1 2 1 2 4 2

Woodsbend Youth Development Center 1 2 1 2 8 7 5 6 6

6. Please provide the number of releases per month.

Facility JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER

Ashland Group Home 1 1 1 0 0 0 1 0 1

Burnside Group Home 0 1 2 4 0 1 2 2 3

Frankfort Group Home 5 3 3 5 6 2 3 2 3

Frenchburg Group Home 4 2 3 4 3 5 2 6 8

Hopkinsville Group Home 0 1 1 0 1 0 0 2 0

Jackson Group Home 2 3 2 1 3 1 3 3 3

London Group Home 1 0 1 0 3 1 1 0 1

Middlesboro Group Home 4 0 2 2 0 6 0 3 2

Adair Juvenile Detention Center 46 32 55 49 49 52 36 43 48

Boyd Juvenile Detention Center 64 38 54 80 43 66 63 60 67

Breathitt Juvenile Detention Center 37 33 44 46 43 36 37 30 35

Campbell Juvenile Detention Center 58 59 47 72 77 68 42 61 62

Fayette Juvenile Detention Center 56 39 50 49 50 56 42 50 63

McCracken Juvenile Detention Center 38 31 52 50 55 52 32 40 50

Warren Juvenile Detention Center 48 43 55 57 62 54 45 41 45

Adair Youth Development Center 4 2 3 2 1 3 5 1 4

Lake Cumberland Youth Development Center 7 5 9 6 3 2 3 6 2

Mayfield Youth Development Center 0 2 4 7 0 2 5 2 1

Morehead Youth Development Center 2 2 1 0 2 2 0 3 3

Northern Kentucky Youth Development Center 3 1 5 2 1 1 4 2 0

Woodsbend Youth Development Center 4 1 1 7 6 4 3 1 2

7. Is the DJJ open to a more frequent schedule if necessary to meet the needs of the facility?

Yes

8. Page 5, Item 6 of the RFP states, “Contractor shall permit the juveniles to select any style that does not exceed the scheduled price.” No to exceed Medicaid rate @ $50.00 per frame

9. Has the DJJ fully implemented their new EHR? Please confirm the EHR utilized. Yes, Marquis eOMIS HER

Document Phase Document Description Page 6

10. Who is responsible for billing the patients when the frames selected are above the contracted rate? Is this the vendor responsibility or does the DJJ have a process for this?

Patients are not billed and should not be permitted to go over the rate

11. Who is responsible for ordering any prescriptions ordered by the optometrist? (i.e.

prescription eye drops) Facilities Medical Staff

Revised February 2026

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 8.10 of this RFP

_____ TRANSMITTAL LETTER – Section 8.20 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 8.20 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

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

REQUEST FOR PROPOSAL

FOR OPTOMETRY SERVICES

PERSONAL SERVICE CONTRACT

Justice and Public Safety Cabinet- Dept. of Juvenile Justice KYDJJ- Optometry Services

RFP 523 2700000039

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, Justice and Public Safety Cabinet- Dept. of Juvenile Justice

(KYDJJ)

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

You are invited to submit a proposal, in accordance with the requirements of the RFP for the provision of optometry services to be performed at the Kentucky Justice and Public Safety Cabinet, Department of Juvenile Justice, juvenile facilities across Kentucky. A list of KYDJJ facilities can be found at Facilities - Department of Juvenile Justice .

In accordance with KRS 605.110 (1)(b), the Department of Juvenile Justice is obligated to provide or contract for medical care or treatment for juveniles committed to its custody. The Department of Juvenile Justice seeks on-site optometry services to comply with its statutory obligations.

2.00 Scope of Work

The contractor shall provide optometry services as requested to DJJ residents at the facility location (on-site) including, but not limited to-

1. Comprehensive eye examinations for residents referred by the medical staff, including, inspection of sclera, lids, conjunctiva, cornea, and eye positions.

2. Laboratory services to fill prescriptions for glasses, replace broken lenses, and adjust and repair frames as required. All eyeglasses must meet American National Standards Institute (ANSI) standards.

3. Contractor shall provide requested services only when a minimum of four (4) juveniles require care or at the request of the facility.

4. Contractor shall provide a rate structure that details the daily cost of providing a “clinic” consisting of minimally four (4) juveniles and the daily cost to service juveniles with regard to exam and eyewear above the 4 limit minimum

5. Contractor may expect approximately three - five (3-5) clinics per facility, per year, or expect to conduct approximately three-four (3-4) clinics per month;

6. Contractor shall permit the juveniles to select any style that does not exceed the scheduled price

Document Phase Document Description Page 8 https://djj.ky.gov/facilities/Pages/default.aspx

7. Juveniles who select frames in excess of the scheduled price will be responsible for payment of additional charge, unless specifically authorized by DJJ.

8. Contractor shall bill DJJ for only those costs approved and outlined on the fee schedule;

9. Contact lenses will be provided only when improvement in vision would be substantially greater than that achieved from glasses

10. DJJ will refer all juveniles with refractive errors of 20/40 or worse on the Snelling chart and/ or worse on the Jaeger or similar chart;

11. Contractor must supply DJJ a copy of the full examination to place in the juveniles medical record. Contractor must abide by all HIPAA policies including posting notice in facilities;

12. Items will be quoted F.O.B. (Free on Board) Destination. No additional charge for delivery, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds, or for any other purpose will be paid by DJJ unless specifically included in the bid and accepted by

DJJ;

13. The contractor will provide all equipment and products necessary to perform the requested services. All equipment, supplies and staffing are the responsibility of the provider. The provider shall coordinate with the DJJ Medical Staff for scheduling facility visits;

14. The contractor will participate in Quality Assurance efforts with facility(ies), quarterly meetings with Facility Administration, periodic in-service for medical staff on current optometric issues, service and maintain vendor owned equipment and provide replacement equipment when vendor owned equipment is disabled;

15. The optometry services are to comply with the requirements of the National Commission on Correctional Health Care and other professional standards.

16. The contractor shall be advised of and will adhere to DJJ policy and procedure relative to medical emergencies, and will provide any recommended written modification of facility policy to the Facility Superintendent.

17. The contractor agrees to designate another duly licensed optometrist to serve in the contractor’s absence because of illness, off call, vacation or any other reason;

18. Each facility has a nurse or nurse practitioner that has been trained to complete the initial screening. The Department will provide practical space and utilities for the provider’s equipment. The Department will also provide one staff member to assist the provider with the delivery of services.

19. Current facility service needs are as listed: (subject to change) # Lake Cumberland Youth Development Center, 9000 Highway 1546, Monticello

KY 42633

# Mayfield Youth Development Center, 3179 State Route 45 South, Mayfield, KY

42066 # Morehead Youth Development Center, 495 Forest Hills Dr. Morehead, KY 40351 # Northern KY Youth Development Center, 15600 Turner Rd. Crittenden, KY 41030 # Woodsbend Youth Development Center, 163 Woodsbend Boys Camp Rd.Liberty, KY 41472

# Adair Youth Development and Detention Center and, 401 Appleby Dr. Columbia

KY 42728

# Boyd Regional Juvenile Detention Center- 2420 Roberts Dr. Ashland KY 41102 # Breathitt Regional Juvenile Detention Center- 2725 Highway 30 West. Jackson KY

41339 # Campbell Regional Juvenile Detention Center-590 Columbia St. Newport KY

41071 # Fayette Regional Detention Center-3475 Spurr Rd. Lexington KY 40511 # Jefferson Regional Detention Center**Currently closed- 8711 LaGrange Rd. Bldg

D Louisville KY 40242 # McCracken Regional Detention Center- 500 County Park Rd. Paducah, KY 42001 # Warren Regional Detention Center-1020 Kentucky St. Bowling Green KY 42101

Document Phase Document Description Page 9

20. The contractor assures the confidentiality of all information between any subcontractor, and the contracts and the Department whether written or verbal, provided by or about a recipient of services under this contract except as authorized by written approval of the recipient or as otherwise authorized by law.

21. An applicant may need to be available for an interview with the Superintendent, Fiscal Officer and/or Nurse of the facility.

22. Compliance with applicable civil rights statutes, Section 504 of the Rehabilitation Act of 1973, and any state regulations which apply, along with KRS Chapters 600 through 640.

3.00 Evaluation Criteria

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

The DJJ 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.

The DJJ shall evaluate the proposals by assigning scores as indicated.

Technical Proposal Evaluation

Criteria Maximum Points Possible Mandatory Requirement

Requirements that include the words “Shall”, “Will”, “Must” indicate a mandatory requirement

Mandatory Requirement means a condition set out in the specifications or statement of work that must be met without exception.

PROPOSALS THAT DO NOT MEET

MANDATORY REQUIREMENTS WILL BE

DEEMED NON-RESPONSIVE AND WILL

NOT BE CONSIDERED.

Pass/Fail

Qualifications and Expertise: The vendor is required to submit a resume. Vendor shall also submit current licensure to conduct optometry services within the Commonwealth.

Pass/ Fail

Professional References: The vendor is required to provide the name and contact information for three (3) references representing entities that the vendor has done

Document Phase Document Description Page 10 business with within the last three (3) calendar years The vendor will receive 10 points for each favorable reference received.

An unfavorable reference from a facility/agency who has requested discontinuation of services by your company may result in a fifteen (15) point reduction per unfavorable report from your total reference points.

Previous Experience specify number of years of experience providing quality laboratory services to fill prescriptions for glasses, replace broken lenses, and adjust and repair frames as required. Experience serving the general public, state, federal, or local government or state or federal corrections or jails

Availability: Provide needed services under stipulated conditions and flexibility of hours, such as telephone consultation to facility staff during non-office hours when necessary. Please indicate the days of the week (weekends excluded) and the hours of each business day in which you are available to provide services under normal circumstances.

Maximum Points Possible 110

Cost Proposal Evaluation

Proposed Cost - Vendor will provide a daily rate per visit that includes the services referenced in the Section 2.00 Scope of Work.

Maximum Points Possible 100

Oral Demonstration/Presentation Evaluation, if required

Document Phase Document Description Page 11

Oral Demonstration/Presentation

The Commonwealth reserves the right to require Oral Presentations/Demonstrations to verify or expand on the Technical or Cost Proposals. Oral Presentations/Demonstrations may be conducted through videoconferencing or by conference call, if it is in the best interest of the Commonwealth to do so.

This is the opportunity for the vendor to present and demonstrate the solution and to answer questions or to clarify the understanding of the evaluation committee in accordance with the requirements of this RFP. The Commonwealth reserves the right to reject any or all proposals in whole or in part based on the oral presentations/demonstrations.

If required, the top 3 highest ranking vendors may be invited. Scheduling will be at the discretion of the Commonwealth. The Commonwealth reserves the right not to require oral presentations/demonstrations

Maximum Points Possible 30

Total Proposal Evaluation

Technical Proposal 110

Cost Proposal 100

Oral Demonstrations/Presentations, if required 30

MAXIMUM POINTS POSSIBLE

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 9/16/2026

Written Questions due by: 2:00pm 9/30/2026

Anticipated Commonwealth Response to Written Questions 10/7/2026 10/16/2026

Offeror’s Conference n/a

Document Phase Document Description Page 12

Anticipated Commonwealth Response to Vendor Conference Written Questions N/a

Proposals Due by: 2:00 pm EASTERN TIME 10/14/2026 10/30/2026

*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 or electronic mail), concerning this procurement shall be addressed to:

Sara Briggs, Purchasing Agent II 1025 Capital Center Dr. Floor 3 502-892-3597 Sarab.briggs@ky.gov

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

Electronic Proposals

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.

Document Phase Document Description Page 13

2700000039 Final KYDJJ- Optometry Services- FY 27 Total Pages: 31 mailto:Sarab.briggs@ky.gov https://vss.ky.gov

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload impediments shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged. 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.

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: the Technical Proposal, the 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

Document Phase Document Description Page 14 mailto:Finance.CRCGroup@ky.gov

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

All proposals must be received no later than 2:00pm October 14,2026 October 30,2026

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.

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.

Document Phase Document Description Page 15

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.

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.

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.

Document Phase Document Description Page 16 https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx

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

The DJJ 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 DJJ 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. The DJJ shall not disclose any portions of the proposals prior to contract award to anyone outside the DJJ 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.

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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 DJJ 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 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, Document Phase Document Description Page 18 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, the DJJ 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 DJJ 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.

9.85 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:

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

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:

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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 and Renewal Option

The initial term of the Contract is anticipated to be from October 20,2026 through June 30,2028.

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.

The Commonwealth reserves the right to renew this contract for up to two (2) additional two (2) year periods.

Renewal 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 in accordance with KRS 45A.695 and KRS 45A.705.

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 DJJ 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 Insurance Requirements

** Proof of all required insurances should be provided prior to award.**

A Certificate of Insurance (COI) on an ACORD form is required unless approved by the Commonwealth’s Office of the Controller.

A. Required Coverage The awarded vendor(s) shall be responsible for maintaining, and not reducing, the following insurance coverages, types, and limits of liability. Further awarded vendor shall be able to produce evidence of insurance in compliance with part C of this section through the entire contract:

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Commercial General Liability Insurance in accordance with minimum limits of liability of $1,000,000.00 per occurrence, $2,000,000.00 aggregate. The Commonwealth, in the Request for Solicitation, may require higher limits depending on the type of solicitation.

B. Additional Types of Insurance

(*The Commonwealth reserves the right to require higher coverage amounts if needed based on the type of contract and associated risk)

1. Automobile Liability Insurance (If Applicable) Automobile Liability Insurance is required for delivery, onsite training, services or events in all situations where the Contractor must drive to any property where Commonwealth operations occur. With regard to delivery, if the items requested in this solicitation will be delivered by the awarded Contractor or Subcontractor, proof of Automobile Liability Insurance must be provided prior to award. If items will be delivered by common courier (USPS, FedEx, UPS, Old Dominion Freight Line, etc.), this requirement does not apply.

The Contractor or Subcontractor must provide a certificate of insurance coverage for any vehicle used in performance of this contract, whether owned, non-owned, or hired, or other vehicles utilized by the Contractor or Subcontractor. Said policy of insurance to have a minimum coverage limit of $1,000,000.00 per occurrence combined single limit for bodily injury, including death, and property damage.

This requirement does not apply if the Contractor does not own, lease, or hire any automobiles to be used in connection with performance under any Contract resulting from this Solicitation.

2. Professional Liability Insurance (If Applicable) Professional Liability (Error & Omissions) Insurance shall be required for all professional services performed by licensed or certificated individuals or individuals working on behalf of licensed or certificated individuals. The required Professional Liability Insurance shall have a minimum limit of liability of $1,000,000.00 per claim for damages arising out of negligent acts, errors, and/or omissions in the performance of services.

C. Evidence of Insurance Coverage

The successful bidder shall provide evidence of insurance coverage as required.

Failure to do so shall constitute a material breach of this Contract and may result in immediate cancellation of the Contract.

For all required insurance coverages, during the course of the Contract, the awarded vendor shall not be self-insured or utilize a Captive Insurer or a fronting policy that shifts risk back to the awarded vendor without prior written approval by the Office of the Controller of the Commonwealth.

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Further, the awarded vendor shall not utilize an insurer or similar entity not in good standing with the Insurance Commissioner to fulfill the insurance requirements of the contract without prior written approval by the Office of the Controller of the Commonwealth.

Such approvals may require additional financial review, proof of funds, or bonding requirements sufficient for the risk associated with the services covered by the Contract, and approval or rejection is within the sole discretion of the Commonwealth’s Office of the Controller.

Contractor shall furnish the Certificate of Insurance prior to award and shall, upon request of the Commonwealth at any time during the contract term, provide a current, valid Certificate of Insurance.

Contractor and/or its insurer shall provide immediate notice of nonrenewal or cancellation of coverage during the course of the Contract.

All Certificates of Insurance must be signed by an authorized representative of the insurance agency, shall be in compliance with the laws of the Commonwealth of Kentucky, and shall be placed with a licensed resident or non-resident agent who represents insurance companies authorized to do business in Kentucky. The insurer shall have an AM Best rating of B+ or higher. Visit www.ambest.com for verification. Failure to meet this requirement may result in the bid being deemed non-responsive. A list of authorized companies can be found at https://insurance.ky.gov/ ppc/Company/Default.aspx.

The certificate holder shall be listed as:

Justice and Public Safety Cabinet, Department of Juvenile Justice

1025 Capital Center Dr, Floor 3

Frankfort Ky 40601

Attn: Sara Briggs, PAII

Endorsement of Additional Insured. Certificate of Insurance must contain the following language in the Description of Operations box:

“The Commonwealth and its agents are Additional Insureds for the contract resulting from the solicitation. Additional insured protection afforded is on a primary and non-contributory basis.”

A copy of the Endorsement of Additional Insured must be submitted with the Certificate of Insurance.

D. Subcontractors If the contract allows for Subcontractors and utilizes Subcontractors, prior to the commencement of any work by a Subcontractor.

# The primary Contractor’s Certificate of Insurance must identify coverage that meets or exceeds the insurance requirements defined in this contract and that covers Subcontractor and its work in support of the Contract or the Subcontractor

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2700000039 Final KYDJJ- Optometry Services- FY 27 Total Pages: 31 http://www.ambest.com https://insurance.ky.gov/ppc/Company/Default.aspx https://insurance.ky.gov/ppc/Company/Default.aspx must submit and maintain a Certificate of Insurance that also meets or exceeds the insurance requirements of the Primary Contractor defined in this contract, with an Additional Insured Endorsement.

# Procuring Agency reserves the right to request copies of all Subcontractor’s Certificate(s) of Insurance at any time.

10.60 Notices

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 July 2026

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…