Final_RFP_555_2600000432_1_SO_FORM.PDF

Document ID: RFP 555 2600000432 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: KDLA Library Services & Technology Act-5 Year Evaluation

Date Issued:

05/01/2026 Record Date:

04/27/2026

Solicitation Closes Date:

06/05/2026 Time:

15:30

Solicitation No:

RFP 555 2600000432

Online Bidding Prohibited: No

For Information Call:

David Gayle 502-564-7736

Bid Receiving Location:

Education and Labor Cabinet

500 Mero Street, 4th 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____________

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

Document ID: RFP 555 2600000432 Page: 2

Line Items

Commodity Group: Default

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

1 KDLA Library Services & Technology Act-5 Year Evaluation

Comm Code Comm Description Manufacturer Model # Manuf Part #

95638 Library Services (Not Otherwise Classified)

Extended Description The Kentucky Department for Libraries and Archives (KDLA) intends to award a contract to a qualified candidate/organization with relevant library and/ or evaluation experience to evaluate the 2023-2027 Library Services and Technology Act (LSTA) plan and prepare an outline for the new Five-year Plan for the next 5-year interval (2028-2032).

Shipping Info:

Beth Milburn 300 Coffee Tree Rd.

Frankfort, Ky. 40601

Shipping Information Education & Labor Cabinet-KY Department for Libraries and Archives

300 Coffee Tree Road PO Box 537 Frankfort KY 40602-0537

Billing Information Education & Labor Cabinet-KY Department for Libraries and Archives Roger Holden 300 Coffee Tree Road PO Box 537 Frankfort KY 40602-0537

Document ID: RFP 555 2600000432 Page: 3

Submission Checklist

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

Item

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 the 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

REQUEST FOR PROPOSAL

FOR

PERSONAL SERVICE CONTRACT

Education and Labor Cabinet / Kentucky Department for Libraries and Archives KDLA - Library Services & Technology Act - Five-Year Evaluation

RFP-555-2600000432

Document Phase Document Description Page 4

2600000432 Final KDLA Library Services & Technology Act-5 Year Evaluation

Total Pages: 28 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 and the Education and Labor Cabinet / Kentucky Department for Libraries and Archives (KDLA).

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.

1.0 Purpose and Background

The purpose of this Request for Proposal (RFP) is to solicit proposals for competitive negotiations pursuant to 200 KAR 5:307. The Kentucky Department for Libraries and Archives (KDLA) intends to award a contract to a qualified candidate/organization with relevant library and/or evaluation experience to evaluate the 2023-2027 Library Services and Technology Act (LSTA) plan and prepare an outline for the new Five-year Plan for the next 5-year interval (2028-2032).

Per the Institute of Museum and Library Services (IMLS), each State Library Administrative Agency (SLAA) is required to independently evaluate activities funded by IMLS prior to the end of the Five-Year Plan and provide a report of its findings to the IMLS Director.

To receive funds under the Grants to States program, each SLAA must submit to the IMLS Director a state plan detailing certain goals, assurances, and procedures for a five-year period.

2.00 Scope of Work

I. The evaluation process must meet the guidelines established by IMLS as well as provide insights and guidance to the KDLA on the progress of LSTA-funded programs and initiatives. Each SLAA is required to independently evaluate activities funded by IMLS prior to the end of the five-year plan and provide a report of its findings to the IMLS Director. This evaluation process will provide the KDLA the opportunity for accountability in spending federal funds and measuring the impact of its efforts to reach its goals for improving library services to Kentuckians. Proposers can reference the previous 2018-2022 LSTA Five-Year Plan Evaluation for Kentucky and understand expectations of what is to be delivered.

A. Time Frame for Evaluation

The evaluation of the Five-Year Plan will commence at the beginning of FY 2026-27. The Contractor should assume that work will begin in July 2026 and should be completed by January 2027. The exact date of commencement will be negotiated between the Contractor and KDLA.

1. Project work to commence by July 2026.

2. Initial evaluation report draft to be submitted to the KDLA by October 31, 2026.

3. Second draft evaluation report to be submitted to the KDLA by November 30, 2026.

Document Phase Document Description Page 5

2600000432 Final KDLA Library Services & Technology Act-5 Year Evaluation

Total Pages: 28 https://www.imls.gov/sites/default/files/2022-12/2023-2027_fiveyearevaluationguidelines.pdf https://kdla.ky.gov/Library-Support/funding/Documents/Kentucky_LSTA_Evaluation_2018-2022_Final.pdf https://kdla.ky.gov/Library-Support/funding/Documents/Kentucky_LSTA_Evaluation_2018-2022_Final.pdf

4. Final draft evaluation report to be delivered by December 10, 2026 to State Librarian and KDLA staff, and presented to the State Libraries, Archives, and Records Commission.

5. Final completed evaluation report and supported documentation submitted to the KDLA by January 21, 2027.

Reports must be submitted in both pdf and in an editable document. Contractor will work with KDLA on best method for sharing project material.

The evaluation process includes that the Contractor will utilize the IMLS Community of Practice resources. The evaluation will be submitted to IMLS and the data gathered will be used to inform the development of the next LSTA five-year plan.

B. Services for Contractor to Include in Proposal

For the evaluation of the current 2023-2027 LSTA Five-Year Plan for Kentucky, the following services must be included in the proposal:

1. Development and completion of the evaluation into the format prescribed in the Guidelines for IMLS Grants to States Five-Year Evaluation

2. An evaluation process that includes:

a. Documentation of evaluation methodologies.

b. Input from KDLA staff and external stakeholders to gather information regarding progress made and achievements of activities related to each goal in the current five-year LSTA plan. Other information-gathering activities and methodologies may be proposed to get this input, though the bid proposal should include the following, including related costs, as options:

i. Remote facilitation via an online meeting/video platform may include:

1. Targeted focus group feedback sessions – a maximum of 20 hours with a combination of sessions and hours (example: ten (10) total sessions no more than two (2) hours in duration per session.)

2. Individual interview sessions with KDLA staff and administration

- maximum of 24 total sessions no more than one (1) hour in duration per session.

ii.In-person focus groups or information sessions in Frankfort at KDLA and/or regionally for KDLA staff and external stakeholders. Travel costs should be included. (Note: there are some places where stakeholders may be in attendance such as conferences which the contractor could take advantage of having a group in a single location.)

iii.Online surveys to the groups and audiences who were targeted and impacted by activities and efforts to achieve the plan’s goals.

c. The evaluation shall be informed by utilizing various data and information, including the LSTA State Program Reports, LSTA State outcomes data, the Public Libraries Survey, and other data sources.

3. Scheduled monthly check-ins with KDLA staff through a point-person via email, phone, and/or virtual meetings.

4. Project management and coordination of evaluation activities to meet project timeline expectations.

5. Evaluation reports and presentations to include:

a. Two draft reports

b. One final report

c. One 2-3 page, high-level summary of key findings and recommendations

d. Survey and other data generated during the evaluation process

Document Phase Document Description Page 6

2600000432 Final KDLA Library Services & Technology Act-5 Year Evaluation

Total Pages: 28 https://kdla.ky.gov/Library-Support/plssd/Documents/KY%20LSTA%20Plan%202023-2027%20FINAL.pdf https://www.imls.gov/sites/default/files/2022-12/2023-2027_fiveyearevaluationguidelines.pdf

Summary shall include visual elements that might include charts or photographs. Images documenting grant activities can be provided by the KDLA. Summary document shall acknowledge IMLS support and conform to IMLS requirements. The Contractor may utilize the KDLA’s Library Services Division staff for support.

Presentation of the final evaluation report to State Librarian and KDLA, and the State Libraries, Archives, and Records Commission.

II. Based on the findings of the evaluation, the Contractor shall develop an outline for KDLA’s 2028–2032 Five-Year Plan, in alignment with the IMLS Five-Year Plan guidelines, and submit the completed outline document to KDLA by April 15, 2027.

A. Time Frame for Plan Outline

The outline of the Five-Year Plan will commence once the final draft of the evaluation has been presented.

1. 2028–2032 Five-Year Plan work to commence by December 2026.

2. Initial plan outline draft to be submitted to the KDLA by February 11, 2027.

3. Second draft plan outline to be submitted to the KDLA by March 11, 2027.

4. Final draft plan outline presentation to be delivered by March 31, 2027 to State Librarian and Library Services Division managers.

5. Final completed outline document and supported documentation submitted to the KDLA by April 15, 2027.

6. Outline and reports must be submitted in both pdf and in an editable document.

B. Services for Contractor to Include in Proposal

For the outline of the 2028–2032 Five-Year Plan, the following services must be included in the proposal:

1. Development and completion of a Needs Assessment that should describe the KDLA’s data sources and the processes used to document the State’s needs, the audiences to whom the data sources apply, the methods used for data analysis, and the expected process for periodically updating the State’s knowledge of its library services needs.

a. Needs Assessment should be based on:

i. The KDLA’s most recent five-year evaluation (2023-2027) ii.Complementary data, as appropriate iii.Other advisory input, as appropriate

2. Recommendation of Goals based on Needs Assessment.

3. Development of an Evaluation Plan that describes the methodology that the KDLA will use to evaluate the success of funded activities in achieving the goals of the 2028-2032 State Plan.

4. Scheduled monthly check-ins with KDLA staff through a point-person via email, phone, and/or virtual meetings.

5. Plan Outline and presentations to include:

a. Two draft outlines

b. One final outline

c. Any data generated during the outline process

Document Phase Document Description Page 7

2600000432 Final KDLA Library Services & Technology Act-5 Year Evaluation

Total Pages: 28 https://www.imls.gov/manage-your-grant/guidance-for-awardees/grantee-communications-kit/imls-acknowledgement-requirements https://www.imls.gov/sites/default/files/2024-04/fiveyearstateplanguidelines2028-2032.pdf

Presentation of the final draft plan outline to State Librarian and Library Services Division managers.

3.00 Evaluation Criteria

Proposals should be based on the requirements in this RFP, and should include the following:

Firm History and Experience:

1. Offeror Information. Include the Name or Company Name, Social Security Number or Federal Identification Number (FEIN), address, Commonwealth of Kentucky Vendor Identification Number, address, city, state, zip code and telephone number. Provide an e-mail address and website address, if available.

2. Personnel. A list of key personnel and their qualifications, and a resume for each person who will be working on this assignment.

3. Qualifications and Expertise. Relevant skills, background, and experiences which demonstrate the ability to perform the activities of this project. Please include copies of 2 to 3 similar or related projects that demonstrate expert-level knowledge and experience evaluating and developing five-year LSTA and/or large-scale strategic plans.

4. Previous Experience. Offeror to include years of experience with the library community, including experience working with librarians, library staff, or library trustees. Also include experience evaluating LSTA activities and programs.

Detailed Scope of Services:

1. Vendor should provide a detailed summary outlining their approach to executing and performing the services required in the Technical/Scope of Work Section.

Implementation Plan/Timeline:

1. Implementation Plan/Timeline detailed enough to cover, but not limited to, the work plan task, the category of personnel and staff capacity and expertise necessary to support a streamlined and effective planning process in alignment with the Technical/Scope of Work. Provide an estimated timeline for implementation.

Cost:

1. Provide a fixed fee proposal for the entire cost of the scope of work as described in this RFP. The fixed fee should include a breakdown of costs for staff time, travel, communications, and report preparation.

2. The Offeror shall provide a breakdown of the cost associated with performing the 5-Year Evaluation for 2023-2027, and for developing the outline for the new 5-Year plan for 2028-2032.

3. The Cost Proposal shall be submitted under separate cover, as indicated in Section 8.30.

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

Document Phase Document Description Page 8

2600000432 Final KDLA Library Services & Technology Act-5 Year Evaluation

Total Pages: 28

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

Technical Proposal Evaluation

Criteria Maximum Points Possible Firm History and Experience

Vendor should detail their background, work experience, qualifications, including Project Manager, and Resumes of Key Staff. Provide copies of 2 to 3 similar or related projects that demonstrate expert-level knowledge and experience evaluating and developing five-year LSTA and/or large-scale strategic plans.

Detailed Scope of Services

Vendor should provide a detailed summary outlining their approach to executing and performing the services required in the Technical/ Scope of Work section.

Implementation Plan/Timeline

Implementation Plan/Timeline detailed enough to cover, but not limited to, the work plan task, the category of personnel and staff capacity and expertise necessary to support a streamlined and effective planning process in alignment with the Technical/Scope of Work. Provide an estimated timeline for implementation.

Maximum Points Possible 700

Cost Proposal Evaluation

Cost

Provide a fixed fee proposal for the entire cost of the scope of work as described in this RFP. The fixed fee should include a breakdown of costs for staff

Document Phase Document Description Page 9

2600000432 Final KDLA Library Services & Technology Act-5 Year time, travel, communications, and report preparation (1 page maximum).

Maximum Points Possible 250

Oral Demonstration/Presentation Evaluation, if required

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 50

Total Proposal Evaluation

Technical Proposal 700

Cost Proposal 250

Oral Demonstrations/Presentations, if required 50

MAXIMUM POINTS POSSIBLE

Document Phase Document Description Page 10

2600000432 Final KDLA Library Services & Technology Act-5 Year

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 05/01/2026

Written Questions due by: 3:30 PM EST 05/12/2026

Anticipated Commonwealth Response to Written Questions 05/22/2026

Proposals Due by: 3:30 PM EST 06/05/2026

*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:

David Gayle Kentucky Education and Labor Cabinet Office of Administrative Services Purchasing Branch 500 Mero Street, 4th Floor Frankfort, KY 40601 Email: David.Gayle@ky.gov Phone: 502-564-4437

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.

Document Phase Document Description Page 11

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

Proposal information MUST be completed online. Response must contain all required information for the Solicitation. All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://vss.ky.gov .

Allow 24 – 48 hours to complete Vendor Registration. Vendors must be logged in to their Vendor Self Service (VSS) account in order to submit a response. Registrations completed the day of bid closing must be completed by the Vendor in the VSS portal. The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/time of the bid closing.

All bidders are cautioned to begin their electronic submission in sufficient time to complete 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.

Acknowledgment of Addenda

It is the vendor's responsibility to check the website 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.

Document Phase Document Description Page 12

Evaluation

Total Pages: 28 https://vss.ky.gov https://vss.ky.gov mailto:Finance.CRCGroup@ky.gov

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

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 3:30 PM EST, on June 05, 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.

Document Phase Document Description Page 13

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

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

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

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

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

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

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

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

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

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

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

a. “Vendor” box and “Payment” box 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.

Document Phase Document Description Page 14

Evaluation

Total Pages: 28 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 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.

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 Kentucky Department for Libraries and Archives 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 Kentucky Department for Libraries and Archives will evaluate the proposal based on the cost portion of the Evaluation Criteria.

9.30 Right to Reject/Waiver of Minor Irregularities

Document Phase Document Description Page 15

2600000432 Final KDLA Library Services & Technology Act-5 Year Evaluation https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

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

Any and all documents submitted by an Offeror in response to the 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 rejection 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.

Document Phase Document Description Page 16

2600000432 Final KDLA Library Services & Technology Act-5 Year

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 KDLA 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, 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 KDLA 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 KDLA 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

Document Phase Document Description Page 17

2600000432 Final KDLA Library Services & Technology Act-5 Year

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:

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 July 1, 2026 through June 30, 2027.

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

Document Phase Document Description Page 18

2600000432 Final KDLA Library Services & Technology Act-5 Year Evaluation

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 Kentucky Department for Libraries and Archives 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:

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.

Document Phase Document Description Page 19

2600000432 Final KDLA Library Services & Technology Act-5 Year

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.

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:

Kentucky Education and Labor Cabinet

Office of Administrative Services

Document Phase Document Description Page 20

2600000432 Final KDLA Library Services & Technology Act-5 Year Evaluation

Total Pages: 28 http://www.ambest.com https://insurance.ky.gov/ppc/Company/Default.aspx https://insurance.ky.gov/ppc/Company/Default.aspx

Division of Fiscal Management

500 Mero Street, 4th Floor

Frankfort, KY 40601

Attn: David Gayle

David.Gayle@ky.gov

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 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.

Document Phase Document Description Page 21

Evaluation mailto:David.Gayle@ky.gov

Personal Service Contract Standard Terms and Conditions Revised February 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 agency head if the agency has been granted delegation…