Final_RFP_605_2700000071_1_SO_FORM.PDF

Document ID: RFP 605 2700000071 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: MOBILE EMERGENCY RESPONSE TRAILER

Date Issued:

09/08/2026 Record Date:

09/08/2026

Solicitation Closes Date:

10/06/2026 Time:

13:30

Solicitation No:

RFP 605 2700000071

Online Bidding Prohibited: No

For Information Call:

Nick Cavender 502-782-3979

Bid Receiving Location:

Bid Receiving

See Terms & Conditions for Bid Submission Instructions

Other KY

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

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

Document ID: RFP 605 2700000071 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 MOBILE EMERGENCY RESPONSE

TRAILER

1.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

96864 Response and Recovery Services, Roadway Incident

Extended Description

SEE ATTACHED SPECIFICATIONS

Shipping Information KYTC Division of Equipment - Receiving Shop

1239 Wilkinson Blvd

Frankfort KY 40601

Billing Information KYTC Division of Equipment

1234 Wilkinson Blvd

Frankfort KY 40601

Document ID: RFP 605 2700000071 Page: 3

Submission Checklist

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

Item Business Structure - Provide company information including: length of time in business, size of company, organizational chart, number of bays, number of technicians. Will there be dedicated bay/tech(s) to build our unit?

100 Points Experience - Provide at least 2 previous examples of similar units completed satisfactorily. Include pictures and contact person of the purchaser.

250 Points Describe production and delivery timeline for this unit including ability to meet the listed milestones.

250 Points Warranty - Describe all warranties for the items requested in this RFP. How will warranty repairs be handled?

50 Points Proposed Cost 350 Points The Commonwealth reserves the right to require Oral Presentations/Demonstrations to verify or expand on the Technical or Cost Proposals.

250 Points

ELECTRONIC PROPOSAL SUBMISSION CHECKLIST

Proposals shall be received by electronic submission in the eProcurement system.

Link: https://vss.ky.gov

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

Bid 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. Vendor Self Registration Guides are provided at https:// finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

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. 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).

BID PRICES SUBMITTED ON COMPANY QUOTE FORMS ARE DISCOURAGED. COMPANY TERMS

AND CONDITIONS AND/OR SALES AND USE AGREEMENTS OFTEN CONFLICT WITH STANDARD

SOLICITATION REQUIREMENTS AND MAY RESULT IN REJECTION OF BID OFFER.

Online bid responses 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 response after the published date and time for closing.

An offer 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.

PROPOSAL SUBMISSION CHECKLIST

The vendor MUST include the following with the proposal submission. If the items below are not submitted with the proposal, the Commonwealth MUST deem the proposal non-responsive and SHALL NOT be considered for award.

_____ * TECHNICAL PROPOSAL – Vendors must include all information outlined in Section 5.06

_____ * COST PROPOSAL – Vendor must complete Attachment A “Cost Proposal” (See Section 5.08)

_____ CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF STATE BY

FOREIGN ENTITY (See Section 3.22)

_____ REQUIRED AFFIDAVIT(S) (See Attachments A, B, C, etc. as applicable)

_____ CERTIFICATE OF INSURANCE (See Section 2.09)

_____ EQUIPMENT SPECIFICATION/PRODUCT LITERATURE

Document Phase Document Description Page 4

2700000071 Final MOBILE EMERGENCY RESPONSE TRAILER Total Pages: 36 https://vss.ky.gov https://vss.ky.gov https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx mailto:Finance.CRCGroup@ky.gov

SECTION 1 – INTRODUCTION AND OVERVIEW

1.00 - Purpose

The purpose of this Request for Proposal (RFP) is to solicit proposals for competitive negotiations pursuant to 200 KAR 5:307.

KYTC Division of Incident Management wishes to solicit proposals from vendors to provide a Mobile Operations Command Center.

1.01 Background

The Division of Incident Management is proposing to replace our current Mobile Operations Command Center Trailer (MOC) with a new version. The current trailer has outlived its intended lifespan and needs to be replaced. It is used for incident response to provide a safe and secure mobile facility to control and command response to events that affect the commonwealth.

The MOC will need functional workspaces for operators to carry out their fork functions. We will need workstations with dual wall-mounted monitors and networking to support these stations. Wiring and connections will be needed to connect these workstations and to connect existing wireless networking access technology. (Starlink, and cellular). Televisions (One in the interior, and one in an cabinet on the exterior) will be needed for briefings, as well as maintaining situational awareness. A 55’ in smart board will be needed in the conference room for briefings as well. A multi-function printer will be needed. All assets will need to have reliable wiring for networking.

The MOC will be deployed to directly support recovery and relief efforts for communities adversely affected by natural disasters. It will also serve as temporary office space for KYTC workers if the permanent building that they work from is damaged or uninhabitable for any reason to ensure that continuity of operations is maintained.

The MOC has been a vital piece of equipment since it was first obtained in 2012, and this replacement will ensure that the services it provided will continue.

1.02 Issuing Office

The Kentucky Transportation Cabinet, Division of Purchases, is issuing this RFP on behalf of the Division of Incident Management. The Division of Purchases is the only office authorized to change, modify, amend, alter, or clarify the specifications, terms and conditions of this RFP.

Contract(s), 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 Division of Purchases.

1.03 - Restrictions on Communications

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

Buyer: Nick Cavender

502-782-3979

E-mail – nicholas.cavender@ky.gov

From the issue date of this RFP until a Contractor(s) is selected and the selection is announced; Offerors are not allowed to communicate with any Commonwealth Staff concerning this RFP except:

(a) The sole point of contact cited in this RFP; or

(b) Via written questions submitted to the sole point of contact

Document Phase Document Description Page 5

Potential bidders should clearly understand that any verbal representations made or assumed to be made during any oral discussions held between representatives of potential bidders and any State employee or official are not binding on the Commonwealth of Kentucky.

The Commonwealth reserves the right to reject the bid response for any violation of this provision.

This provision does not preclude bidders who presently hold contracts with the Commonwealth from communicating with state agencies regarding existing contracts.

1.04 - Schedule of RFP Activities

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

Deadline for written questions

Vendors are strongly encouraged to submit questions in writing by the date/ time specified. The Commonwealth will respond to all questions in writing by issuing an Addendum to the Solicitation.

Questions submitted after the date listed may not be answered unless the question(s) is/are considered material to the procurement.

Oral questions will not be accepted at any time except for bid procedural clarifications.

9/22/2026 1:30PM

Commonwealth’s response to written questions

KYTC anticipates the Addendum to answer questions will be posted on the date specified.

9/29/2026

Bids due by 1:30 pm

BIDS WILL ONLY BE ACCEPTED ELECTRONICALLY THROUGH

OUR PROCUREMENT SYSTEM.

See page 1 for Closing Date.

Tentative Award Date 11/1/2026 NOTE: All times referenced are Eastern Time Zone

SECTION 2 – SCOPE OF WORK

2.01 – Terminology and Interpretation

For purposes of this Scope of Work, the following terminology shall apply unless otherwise expressly stated:

o Mandatory: The terms “shall” and “must” indicate a mandatory requirement. The Contractor/ Vendor shall comply with the stated requirement unless a deviation or exception is expressly permitted and approved in accordance with this solicitation.

o Preferred: The term “preferred” indicates a stated preference that may be considered during evaluation, provided such consideration is permitted by the solicitation and applicable procurement requirements. A preferred feature is not mandatory unless otherwise expressly stated.

o Minimum: The term “minimum” establishes the lowest acceptable level of quantity, capacity, performance, size, rating, or other specified characteristic. The Vendor may propose a value or

Document Phase Document Description Page 6 capability exceeding the stated minimum, provided the proposed configuration remains compliant with all other requirements.

o Maximum: The term “maximum” establishes the highest allowable level of quantity, capacity, dimension, weight, or other specified characteristic. The Vendor shall not propose a value exceeding the stated maximum unless an exception is expressly identified and approved in accordance with this solicitation.

o Approximately: Unless otherwise specified, a dimension, quantity, capacity, or other characteristic identified as “approximately” may vary by ±5 percent from the stated value, provided the proposed configuration remains compliant with all applicable mandatory, minimum, maximum, functional, safety, and performance requirements. Where a different tolerance is intended, the specific requirement shall govern.

o Equivalent: Where a manufacturer, model number, trade name, or specific product is identified followed by “or equivalent,” the reference establishes the intended level of quality, performance, compatibility, fit, functionality, and durability. The Vendor may propose an equivalent product provided it meets or exceeds the applicable stated requirements and does not adversely affect the operation or compatibility of the completed system. The Vendor shall identify proposed equivalent products in its proposal and provide sufficient technical documentation to demonstrate equivalency.

o As Appropriate: Where the term “as appropriate” is used, the Contractor shall determine the specific location, configuration, or implementation based on the approved floor plan and applicable functional, safety, accessibility, maintenance, and performance requirements. Such determination shall remain subject to KYTC review and approval where required by this SOW.

o Substantially Comply: Unless otherwise specified, substantial compliance means that the completed unit satisfies all material requirements of the SOW and is safe, functional, operational, and fit for its intended purpose. Minor non-operational or cosmetic deficiencies that do not materially affect safety, functionality, durability, or intended use may be documented as punch-list items and shall be corrected within the timeframe established by KYTC.

2.02 – Specifications The Kentucky Transportation Cabinet (KYTC) is seeking to procure one (1) new Mobile Operations Command Unit for use in transportation operations, emergency response, incident management, and related field operations.

The Contractor shall furnish, deliver, fully assemble, integrate, test, and place into operational service one

(1) complete Mobile Operations Command Unit meeting or exceeding all requirements contained in this Scope of Work (SOW).

The unit shall be new, unused, and of current production unless otherwise approved in writing by KYTC.

All components, equipment, systems, and accessories shall be fully integrated and operational at the time of final acceptance.

Where a manufacturer, model number, trade name, or specific product is identified, the reference establishes the desired level of quality, performance, fit, and functionality. Products of equal or greater quality and performance may be proposed unless specifically identified as mandatory.

A. General Configuration The Mobile Operations Command Unit shall meet or exceed the following requirements:

o FEMA Type 3 or greater configuration, or equivalent mobile command/operations capability.

o Three (3) dedicated workstations.

o Separate conference area incorporating a slide-out.

o Tandem-axle gooseneck trailer configuration.

o Overall length: approximately 32–35 feet, including gooseneck.

o Maximum overall width: 102 inches.

o Maximum overall height: 13 feet 6 inches.

o Number of axles: two (2).

o Exterior color: white preferred.

Document Phase Document Description Page 7 o Interior color: white.

o Cabinet color: gray.

o Cove color: white.

The Contractor shall provide the completed trailer's GVWR, GAWR for each axle, unloaded/curb weight, and available payload capacity as part of the proposal and again with final delivery documentation.

The completed unit shall have sufficient structural capacity and payload to safely support all permanently installed equipment, systems, furnishings, and accessories specified in this SOW.

B. Chassis and Running Gear The trailer shall include, at a minimum:

o Full-perimeter aluminum frame as appropriate for the completed trailer configuration.

o All-tube aluminum construction as appropriate for the completed trailer configuration.

o Two (2) minimum 8,000-lb.-rated torsion axles, or as appropriate for the completed trailer configuration.

o Electric brakes on all axles.

o Breakaway battery kit.

o 7-way trailer electrical connector.

o Gooseneck hitch.

o Safety chains with storage loops.

o Minimum 16-inch on-center floor crossmembers.

o Minimum 16-inch on-center wall studs.

o Minimum 16-inch on-center roof studs.

o Two (2) hydraulically operated landing gear systems as appropriate for the trailer GVWR.

o Rear stabilizer jacks, minimum 5,000-lb. crank-down capacity, one pair.

o Spare tire matching the installed tires and wheels.

o Exterior-mounted spare tire located under the gooseneck between the landing gear.

All chassis, suspension, brakes, wheels, tires, landing gear, gooseneck, frame, and related components shall be as appropriately rated for the completed trailer's GVWR.

C. Interior Construction The interior shall include:

o Aluminum subfloor vapor barrier.

o Minimum 3/4-inch high-performance subfloor.

o One-piece aluminum transition flap.

o Minimum 8-foot finished interior ceiling height.

o One (1) 12V powered roof vent with switch.

o One (1) emergency exit/egress vertical slider window with screen, located on the right side as appropriate for the floor plan. The emergency exit shall comply with all applicable federal and state code requirements for emergency escape and rescue openings, where applicable.

o LVP flooring with minimum 20-mil wear layer.

o Screwless/rivetless aluminum interior walls and ceiling.

o 3/8-inch premium plywood wall substrate, including both sides of the partition wall.

o Insulated walls and ceiling designed to maximize thermal and acoustic performance. Spray-in foam insulation shall not be used.

o Welded aluminum-tube partition wall with sliding pocket door separating the conference area from the workstation area.

D. Exterior Construction and Equipment The exterior shall include:

o Minimum .040-inch aluminum exterior skin.

o Screwless/rivetless aluminum exterior construction.

o One-piece aluminum roof.

o Arched and trussed walk-on service roof.

o LED premium clearance lights.

Document Phase Document Description Page 8 o LED slimline taillights.

o Two (2) aluminum, non-slip, slide-out steps, one per entrance door.

o Two (2) 36-inch 405 Series entrance doors, or equivalent, with non-opening windows and day/ night shades.

o One entrance door serving the conference room.

o One entrance door serving the workstation area.

o Premium entrance door latches.

o Rear skid plate(s) designed to prevent damage to the rear of the trailer.

o Exterior swing-out access doors on the driver and passenger sides providing access to the area above the gooseneck hitch. Doors shall include aluminum bar locks.

o Permanent-mounted aluminum ladder on the rear passenger side for roof access.

o Two-inch Class 5 rear trailer receiver hitch.

o Rear backup camera.

o Weather-protected exterior AC power inlet located at the driver-side rear.

E. Workstations and Network Infrastructure The unit shall include three (3) dedicated workstations.

Each workstation shall include:

o Dedicated 120V electrical receptacle.

o Dedicated CAT6 data connection.

o Appropriate workspace/countertop area.

o Access to the trailer's wired and wireless network system.

The unit shall include:

o Hardwired LAN system.

o Wireless LAN capability.

o One (1) wall-mounted 24-inch monitor.

o Six (6) CAT6 data outlets, each with two (2) finished faceplates, distributed among the three workstations and conference room as appropriate.

o One (1) exterior-to-interior CAT6 data connection terminating at the network/electronics cabinet.

o One (1) exterior-to-interior RJ45 connection for future Starlink/FirstNet CRD interface terminating at the network/electronics cabinet.

o One (1) exterior 12V charging port located near the network/electronics cabinet.

o Network/electronics closet with pass-through access door to the exterior.

o Antenna mounting rail above the network/electronics closet.

The Contractor shall provide all wiring, cabling, connectors, equipment, and associated components necessary for the specified network infrastructure to be fully functional.

F. Electrical System The trailer shall include a complete electrical system consisting of:

o 50-amp shore power service.

o Stainless-steel exterior 50-amp power inlet.

o Minimum 50-foot shoreline power cord.

o Automatic transfer switch.

o 90-amp, 120V electrical distribution system.

o 90-amp converter/inverter system.

o 12V fuse panel.

o Inteli-Power or equivalent converter/inverter system.

o Manual 12V master power disconnect.

o Smoke detector.

o Carbon monoxide detector.

The electrical system shall include a minimum of twenty-four (24) 120V, 20A receptacles. Ground-fault circuit interrupter (GFCI) protection shall be provided where required by applicable electrical codes.

The electrical system shall include:

Document Phase Document Description Page 9 o Exterior receptacles on the driver and passenger sides as appropriate.

o Dedicated receptacles for each workstation.

o Dedicated receptacle(s) for the network/electronics cabinet.

o One (1) floor-mounted four-plex receptacle located near the center of the floor.

o Workstation receptacles, the conference-room floor receptacle, and at least one (1) network/ electronics cabinet receptacle shall be supplied by the inverter system and remain operational from the trailer's battery system when shore power and generator power are unavailable.

The Contractor shall provide an electrical single-line diagram identifying shore power, generator power, transfer switch, converter/inverter, battery system, electrical panels, breakers, and circuits supplied by the inverter system.

G. Generator and Battery System The unit shall include one (1) minimum 8.0-kW diesel generator package, Onan or equivalent, capable of supporting the electrical load of the completed trailer.

The generator system shall include:

o Minimum 8.0-kW output.

o Diesel fuel.

o In-frame fuel tank with 20 to 40-gallon capacity.

o Interior insulated generator compartment.

o Approximately 42-inch x 36-inch vented generator access door, or as appropriately sized equivalent, allowing removal and maintenance of the generator.

o Automatic transfer switch.

o Remote start.

o Fuel gauge.

o Hour meter.

o 50-amp service.

o Appropriate generator controls and safety systems.

The Contractor shall provide generator manufacturer documentation and specifications prior to final acceptance.

The generator shall be capable of operating the trailer's required electrical loads, including both HVAC units and other essential loads, without exceeding the generator's rated capacity.

The unit shall include three (3) 12V lithium batteries, or an equivalent battery system, sized to support the required 12V loads and inverter-supplied 120V loads.

The Contractor shall provide battery capacity calculations demonstrating that the installed battery system is adequate for the required loads.

Batteries shall be accessible through an exterior service panel and shall include appropriate charging, protection, ventilation, and disconnect provisions.

H. Interior Lighting The unit shall include:

o Twenty-three (23) 12V, 18-inch LED interior lights.

o Maximum of eight (8) fixtures per dimmable switch.

o Three (3) fixtures under the overhead cabinets in the rear right-side area.

o One (1) fixture under the overhead cabinet in the rear center-side area.

o Five (5) 12V surface-mounted, 13-inch LED flood lights, distributed as appropriate with two (2) on each side and one (1) at the rear.

The unit shall also include four (4) telescoping scene lights, such as Spectra LEX or equivalent, mounted at the four corners of the trailer.

Each scene light shall have individual switch control and shall be side-mounted/push-up style or equivalent.

I. Cabinets and Countertops The unit shall include approximately twenty-eight (28) linear feet of premium upper aluminum cabinetry with clear anodized trim, approximately fourteen (14) linear feet per side.

Upper cabinets shall be approximately 16.5 inches x 14 inches or equivalent.

Document Phase Document Description Page 10

The unit shall include approximately twenty-eight (28) linear feet of premium lower aluminum cabinetry with clear anodized trim, approximately fourteen (14) linear feet per side.

Lower cabinets shall be approximately 40 inches x 24 inches or equivalent.

The unit shall include approximately twenty-eight (28) linear feet of 24-inch-deep fixed laminate countertop, with charcoal gray preferred.

Cabinet and countertop layouts shall be coordinated with the three workstations, conference room, appliances, network/electronics cabinet, and slide-out configuration.

Polished cast corners with mirror-finish stainless-steel verticals and radiused components are preferred.

Stainless-steel front verticals and radius components shall be included where applicable.

J. Awnings The unit shall include:

o One (1) approximately 21-foot 12V power awning serving the conference-room side, Dometic with Weathershield or equivalent.

o One (1) approximately 18-foot 12V power awning serving the workstation side, Dometic with Weathershield or equivalent.

o Awning cradles.

o Pewter vinyl with white hardware is preferred for a white trailer.

o Awnings shall include manufacturer-standard wind/load protection and automatic/manual retraction features where available.

K. Conference Room and Slide-Out The conference room shall include:

o One (1) approximately 14-foot above-floor slide-out.

o Aluminum bench seat with interior storage incorporated into the slide-out.

o Two (2) removable laminate conference tables, approximately 4 feet x 3 feet each.

o Charcoal gray table finish preferred.

o Two (2) 5,200 BTU electric heaters, approximately 1,500 watts each, with one serving the workstation area and one serving the conference area.

The slide-out shall be weatherproof, structurally supported, fully retractable, and capable of normal operation without interference with doors, awnings, exterior equipment, or other trailer systems. The slide-out shall include a manufacturer-approved manual override or emergency retraction method that permits the slide-out to be safely retracted in the event of loss of electrical power or failure of the primary operating system. The Contractor shall provide written instructions for the manual/emergency retraction procedure.

L. HVAC

The unit shall include:

o Two (2) minimum 15,000 BTU ducted air-conditioning units with heat-pump capability.

o Heat strips for colder-weather applications.

o Individual thermostat control for each HVAC unit.

o Two (2) digital wall-mounted thermostats.

The electrical and generator systems shall be sized to allow simultaneous operation of both HVAC units and the required operational electrical loads.

M. Appliances The unit shall include:

o One (1) 1.0 cubic-foot microwave integrated into the cabinetry with finished faceplate and dedicated electrical receptacle.

o One (1) 3.1 cubic-foot two-way refrigerator capable of operating on 12V and 120V power, with dedicated electrical receptacle.

Both appliances shall be located within the conference-room/cabinet area as indicated in the approved floor plan.

N. Television and Display Preparation The Contractor shall provide all necessary wiring and components for the installation and operation of:

o One (1) 55-inch Smartboard or equivalent interactive display.

o One (1) 65-inch television.

o One (1) 42-inch television.

Document Phase Document Description Page 11

The TV preparation package shall include:

o Roof-mounted antenna.

o Exterior coaxial cable inlet.

o 120V interior receptacle.

o Wall backing for future mounting.

o 12V antenna/cable switch controller.

o Exterior television compartment with appropriately sized 405 Series door, or equivalent, capable of accommodating a television up to 42 inches.

The Contractor shall provide the necessary wiring and connection points so that the specified displays can be installed and placed into service without additional concealed wiring.

O. Proposal Submittals The Contractor shall provide sufficient technical information with its proposal to demonstrate compliance with the requirements of this SOW.

At a minimum, the proposal shall identify:

o Manufacturer and model of the proposed trailer.

o Overall dimensions.

o GVWR and GAWR.

o Empty/unloaded weight.

o Available payload capacity.

o Axle manufacturer, type, and rated capacity.

o Tire and wheel specifications.

o Generator manufacturer and model.

o Generator output rating.

o Battery manufacturer, type, and total capacity.

o Converter/inverter manufacturer and output rating.

o HVAC manufacturer, model, and capacity.

o Major electrical equipment.

o Floor plan showing the proposed workstation, conference-room, cabinet, appliance, and slide-out configuration.

o Any deviations from the specifications.

o Warranty information.

Any proposed deviations, substitutions, or exceptions shall be clearly identified in the proposal. Failure to identify a deviation shall be interpreted as an agreement to provide the specified requirement.

P. Documentation and Final Acceptance Prior to final acceptance, the Contractor shall provide:

o Manufacturer's operating manuals.

o Maintenance manuals.

o Warranty documentation.

o Electrical documentation and single-line diagram.

o Generator documentation.

o Battery documentation.

o HVAC documentation.

o Network/electronics documentation.

o Final as-built floor plan.

o Component and equipment list.

o Weight/GVWR documentation.

The Contractor shall demonstrate operation of all major systems to KYTC personnel prior to final acceptance.

The acceptance demonstration shall include, at a minimum:

o Generator operation and load testing.

o Shore power operation.

Document Phase Document Description Page 12 o Automatic transfer switch operation.

o Converter/inverter operation.

o Battery system operation.

o HVAC operation.

o Heating operation.

o Slide-out deployment and retraction.

o Awning deployment and retraction.

o Interior and exterior lighting.

o Electrical receptacles.

o Network/data connections.

o Wireless LAN system.

o Backup camera.

o Emergency exit.

o Doors and locks.

o Landing gear and stabilizers.

The Contractor shall correct, at no additional cost to KYTC, any deficiencies identified during inspection, testing, or acceptance prior to final acceptance of the unit.

Final acceptance shall occur only after the unit has been delivered, inspected, tested, demonstrated, and determined by KYTC to substantially comply with all requirements of this SOW.

2.03 – Milestones The Contractor shall comply with the following project milestones:

A. Final Design / Pre-Build Drawing The Contractor shall submit a complete pre-build drawing package to KYTC for review and approval prior to commencement of fabrication.

The pre-build drawing package shall include, at a minimum:

o Floor plan.

o Interior layout.

o Workstation locations.

o Conference-room layout.

o Slide-out configuration.

o Cabinet locations.

o Electrical outlet locations.

o Lighting locations.

o HVAC locations.

o Generator location.

o Battery location.

o Network/electronics cabinet location.

o Exterior door and access locations.

o Awning locations.

o Major equipment locations.

KYTC shall be allowed five (5) working days to review the submitted pre-build drawings.

Fabrication shall not commence until KYTC has completed its review and provided authorization to proceed, unless otherwise directed in writing.

Vendor shall be paid 10% of the total price upon successful completion of this milestone and receipt of correct invoice per Section 3.07.

B. Pre-Build-Out Inspection / Documentation

Document Phase Document Description Page 13

Prior to installation of interior walls and other components that would conceal wiring, plumbing, structural components, or other concealed systems, the Contractor shall submit photographs and applicable schematics to KYTC for review.

The photographs and schematics shall clearly document the location and routing of electrical wiring, data cabling, network infrastructure, and other concealed components.

KYTC may request additional photographs, drawings, or documentation as necessary to verify compliance with the approved design.

Vendor shall be paid 20% of the total price upon successful completion of this milestone and receipt of correct invoice per Section 3.07.

C. Pre-Delivery Testing and Inspection Upon completion of the trailer and prior to delivery, KYTC shall conduct an in-person inspection at the Contractor's build site.

The inspection may include, but is not limited to:

o Electrical testing.

o HVAC testing.

o Generator operation and load testing.

o Battery and inverter testing.

o Network/data system testing.

o Slide-out operation.

o Awning operation.

o Safety inspections.

o Roadworthiness inspection.

o Review of workmanship and materials.

o Demonstration of required functionality.

o Verification of dimensions, GVWR, GAWR, and payload documentation.

The Contractor shall provide reasonable access, personnel, equipment, documentation, and assistance necessary to conduct the inspection and testing.

Any deficiencies identified during the pre-delivery inspection shall be corrected by the Contractor prior to delivery unless otherwise approved in writing by KYTC.

Vendor shall be paid 30% of the total price upon successful completion of this milestone and receipt of correct invoice per Section 3.07.

D. Final Delivery The completed Mobile Operations Command Unit shall be delivered to the location identified in Section

2.05 no later than June 15, 2027.

June 15, 2027, is the firm delivery deadline.

Failure to meet the required delivery date may result in liquidated damages, penalties, or other remedies as provided in the contract and applicable solicitation documents.

Vendor shall be paid 40% of the total price upon successful completion of this milestone and receipt of correct invoice per Section 3.07.

2.04 – Exceptions Process Vendors wishing to propose deviations from the stated specifications shall clearly identify each proposed deviation.

All proposed exceptions shall include:

o A separate document titled "Exceptions to Specifications."

o A specific identification of the SOW section, paragraph, or requirement to which the exception applies.

o A detailed description of the proposed deviation.

Document Phase Document Description Page 14 o An explanation of how the proposed alternative meets or exceeds the intent and performance of the specified requirement.

o Manufacturer documentation or other supporting technical information when applicable.

The Exceptions to Specifications document shall be included with the Technical Proposal.

KYTC reserves the right to accept or reject any or all proposed exceptions.

Failure to identify an exception or deviation in the proposal may result in the Contractor being required to provide the specified item or feature at no additional cost to KYTC.

2.05 – Delivery Location The completed Mobile Operations Command Unit shall be delivered to:

Kentucky Transportation Cabinet Division of Equipment Receiving Shop 1239 Wilkinson Blvd Frankfort, KY 40601 The Contractor shall be responsible for arranging and coordinating delivery to the specified location.

All transportation, delivery, unloading, and associated costs shall be included in the Contractor's price unless otherwise stated in the solicitation.

Any required delivery documentation, including paid receipts where applicable, shall be provided to

KYTC.

Failure to submit a required paid receipt referenced in the solicitation or contract may result in a $200.00 penalty, subject to the terms and conditions of the contract.

2.06 – Performance and Payment Bond A performance and payment bond in the full amount of the contract shall be required.

The successful bidder/Contractor shall provide the required performance and payment bond within ten

(10) calendar days following notification of award, or within such other period as may be specified in the solicitation or contract.

The bond shall remain in effect for the period required by the contract and applicable Kentucky law.

The bond shall be issued by a surety authorized to conduct business in the Commonwealth of Kentucky and shall otherwise comply with all applicable solicitation and contract requirements.

Section 2.07 – Required Coverage

A. 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 (C) 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

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.

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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. Kentucky Workers Compensation Insurance (if applicable)

The coverage must comply with KRS 45A.480 and KRS Chapter 342.

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.

A Certificate of Insurance (COI) on an ACORD form shall include the following:

o The certificate holder shall be listed as:

Kentucky Transportation Cabinet

Division of Purchases

200 Mero Street, 4th Floor

Frankfort, Kentucky 40622 o 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.

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2700000071 Final MOBILE EMERGENCY RESPONSE TRAILER Total Pages: 36 http://www.ambest.com https://insurance.ky.gov/ppc/Company/Default.aspx o The contract number in the Description of Operations box.

D. Subcontractors

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

o 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.

o KYTC reserves the right to request copies of all Subcontractor’s Certificate(s) of Insurance at any time.

SECTION 3– TERMS AND CONDITIONS OF CONTRACT

3.00 - Executed Contract

The Contractor shall not deliver any items until a valid Contract has been fully executed. The Contract 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.

3.01 - Contract Components and Order of Precedence

The Commonwealth’s acceptance of the offer indicated by the issuance of a Contract Award by the KYTC Division of Purchases shall create a valid Contract between the Parties consisting of the following:

1. The written Contract between the Parties;

2. Any Addenda to the Solicitation;

3. Any provisions of the Solicitation and all attachments thereto;

4. The Bidder’s response to the Solicitation, and

5. The Kentucky Revised Statutes KRS 45A.

In the event of an inconsistency between provisions of the solicitation, the inconsistency shall be resolved by giving precedence in the following order: (a) the Specifications; (b) other provisions of the Solicitation, whether incorporated by reference or otherwise; (c) Contract or Master Agreement Terms and Conditions; (d) FAP 110-10-00 – General Conditions and Instructions for Solicitations and Contracts.

3.02 - Changes and Modifications to the Contract

During the period of the contract, a modification shall not be permitted in any of its conditions and specifications, unless the contractor receives electronic or written approval from the KYTC Division of Purchases. If the contractor finds at any time that existing conditions make modification in requirements necessary, the contractor shall report the matter promptly to the KYTC Division of Purchases for consideration and decision. All contract modifications shall be subject to the provisions of 200 KAR 5:311.

3.03 - Basis of Shipment

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Quotations of unit prices on this solicitation shall be F.O.B. Destination Freight Prepaid and Allowed to the receiving agency. The vendor shall be fully responsible for all shipments and freight charges involved to the ordering agency. The responsibility for filing freight claims lies with the vendor.

3.04 - Notices

The Division of Purchases Buyer identified below shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular, express, or electronic mail) concerning this procurement shall be submitted to:

Nick Cavender

Division of Purchases

Kentucky Transportation Cabinet

Phone: 502-782-3979

E-mail: Nicholas.Cavender@ky.gov

From the issue date of this solicitation until a Contractor(s) is selected and the selection is announced, Offerors are not permitted to communicate with any Commonwealth staff concerning this solicitation

After the award of a contract, all programmatic communications are to be made to the Agency Contact Person identified in the contract document with a copy to the Division of Purchases Buyer.

After the Award of a contract, all communications of a contractual or legal nature are to be made to the KYTC Division of Purchases Buyer.

3.05 - Delivery

Delivery at the earliest possible date is desired.

The Vendor agrees that when delivery is not made within the contracted due date, one percent (1%) per day shall be deducted from the Vendor’s invoice for each day the Vendor fails to meet the contracted delivery date.

The Vendor is not responsible for and shall not be penalized for delays in its delivery when caused by factors or events outside Vendor’s control, including but not limited to acts or omissions of the Commonwealth or third parties, acts of civil or military authority, civil disturbance, war, terrorism, pandemics, explosions, fire, floods, tornadoes or other natural disasters or acts of God.

3.06 - Inspection

All supplies, equipment and services shall be subject to inspection or tests by the Commonwealth prior to acceptance. In the event supplies, equipment or services are defective in material or workmanship or otherwise not in conformity with specified requirements, the Commonwealth shall have the right to reject the items or services or require acceptable correction at the vendor’s expense.

3.07 – Payments

The Commonwealth will make payment within thirty (30) working days of receipt of Contractor's invoice and of acceptance of goods and/or services except when the agency has transmitted a rejection notice to the vendor in accordance with KRS 45.453 and KRS 45.454. For the purpose of this provision, a working day is any weekday except for Commonwealth employee holidays up to the agency close of business. The

Document Phase Document Description Page 18 mailto:Nicholas.Cavender@ky.gov

Commonwealth may make a partial payment of goods or services that it has received according to the terms of the contract.

Payments are predicated upon successful completion and acceptance of the described work, services, supplies, or commodities, and delivery of the required documentation. Invoices for payment shall be submitted to the agency contact person or agency representative and, except Personal Service Contract invoices, shall include the following information, as applicable:

o Contract and/or delivery order number;

o Name of Contractor Entity or Individual;

o Contractor designated point of contact;

o Unique Invoice Number;

o Invoice Date;

o Item numbers;

o Descriptions of goods or services provided;

o Sizes of goods provided;

o Quantities provided;

o Unit prices; and o Extended totals (unit price x quantity) for invoiced line items.

For Personal Service Contracts, invoices must be submitted on the Personal Service Contract Invoice form established by the Government Contract Review Committee, available at:

https://apps.legislature.ky.gov/moreinfo/contracts/PSC%20INVOICE%20FORM.pdf

The Commonwealth will make a good faith effort to notify the Contractor within fifteen (15) working days of the Contractor’s failure to submit a proper invoice or a dispute of the goods or services provided.

The Contractor shall address the Commonwealth’s concerns within ten (10) calendar days and resubmit a corrected invoice with a new invoice number for payment. If the Contractor has not rectified the problem with the invoice or the good or service within the ten (10) calendar day correction period, any revised submitted invoice shall be considered a new invoice with a new date of submission for calculation of any late payment penalty.

If the Commonwealth has not notified the Contractor of any issue with the invoice or the goods and/or services and the Contractor has not received payment by the twenty-fifth (25th) business day after the Contractor submitted the invoice, the Contractor should notify its Commonwealth contract representative that its invoice is still pending payment.

Except as otherwise explicitly provided in the contract, payments shall be issued to the Contractor within thirty (30) working days of receipt of Contractor's invoice or of acceptance of goods and/or services. In the event of an invoice payment dispute between the Contractor and purchasing agency, the Contractor shall first attempt resolution of the dispute via submission to the purchasing agency in accordance with the payment dispute process posted on the Finance and Administration Cabinet website, located at:

https://finance.ky.gov/office-of-the-secretary/office-of-general-counsel/Pages/procurement-and-protest-resources.aspx

If submission to the purchasing agency fails to resolve the payment dispute, the Contractor may submit a contract dispute regarding payment to the Finance Secretary for resolution. In accordance with KRS 45.454, and except as provided by KRS 371.405, there shall be payable to the Contractor a penalty of one-percent (1%) on any undisputed amount each month or fraction thereof owing to the Contractor after 30 working days following the receipt of the goods or services and receipt of the invoice unless otherwise agreed between the Commonwealth and the Contractor. After a resolution is determined, the purchasing agency shall begin to assess penalties due the Contractor and remit the penalty payment to the Contractor within ten (10) working days.

3.08 - Post Contract Agreements

This contract will constitute the entire agreement…