Final_RFP_690_2100000066_1_SO_FORM.PDF

Document ID: RFP 690 2100000066 Page: 1

Commonwealth of Kentucky

SOLICITATION

Addenda: No Addenda #:

TITLE: Kentucky Building Inspector Training Program

Date Issued:

9/7/20 Record Date:

2020-09-02

Solicitation Closes Date:

9/21/20 Time:

12:00

Solicitation No:

RFP 690 2100000066

Online Bidding Prohibited: Yes

For Information Call:

Jennifer Spencer 502-564-6154

Bid Receiving Location:

Department of Housing, Buildings and Construction

500 Mero Street, 1st 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 690 2100000066 Page: 2

Line Items

Commodity Group: Default

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

1 Kentucky Building Inspector Training Program

Comm Code Comm Description Manufacturer Model # Manuf Part #

92425 For Credit Classes, Seminars, Workshops, etc.

Extended Description This Request for Proposal (RFP) is being issued for the purpose of procuring a contractor for training services for the Kentucky Building Inspector Training Program.

Shipping Information Department of Housing, Buildings and Construction

500 Mero Street, 1st Floor

Frankfort KY 40601

Billing Information Department of Housing, Buildings and Construction

500 Mero Street, 1st Floor

Frankfort KY 40601

Document ID: RFP 690 2100000066 Page: 3

Submission Checklist

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

Item Delivery of Services/Scope of Work Acceptability Technical Expertise and Work Experience Cost Oral Presentations

Revised December 2019

PROPOSAL SUBMISSION CHECKLIST

The vendor MUST include the following with the proposal submission.

If the items highlighted below are not submitted with the proposal submission, the Commonwealth MUST deem the proposal non-responsive and SHALL NOT consider for award.

All other items MUST be submitted prior to award.

_____ SIGNED AND COMPLETED SOLICITATION (Section 8.10 of this RFP)

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

Section(s) 8.00 and 8.10 of this RFP

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

Section(s) 8.00 and 8.20 of this RFP

_____ TRANSMITTAL LETTER – Section 8.10 of this RFP

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

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

_____ REQUIRED AFFIDAVIT(S) – Section 8.10 of this RFP

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

Document Description Page 4

2100000066 Kentucky Building Inspector Training Program https://www.merriam-webster.com/dictionary/seal

REQUEST FOR PROPOSAL

FOR

PERSONAL SERVICE CONTRACT

Public Protection Cabinet/Department of Housing, Buildings, and Construction

Kentucky Building Inspector Training Program

RFP-690-2100000066

This Request for Proposal (RFP) for Personal Service Contract (PSC) is entered into, by and between the Commonwealth of Kentucky, Public Protection Cabinet/Department of Housing, Buildings, and Construction (“the Commonwealth”) and the awarded vendor to establish a contract for Training Services for the Kentucky Building Inspector Training Program. This initial RFP is effective for the FY21 period, from October 15, 2020 through June 30, 2021.

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

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

1.00 Purpose and Background

Per KRS 198B.090, the Department of Housing, Buildings, and Construction (DHBC) is responsible for providing training and education programs necessary for qualifying persons to become and remain inspectors for local, state, and federal building codes, fire codes, plumbing codes, or health and safety codes. The Kentucky Certified Building Inspector Program is established to ensure uniform statewide administration and enforcement of these building codes. Provisions of the applicable certification require 12 hours of continuing education credits annually.

In any given contract year which runs July 01 – June 30, the Awarded vendor will provide training opportunities for a participant to obtain 12 hours of continuing education credit for required certification/ license application and/or renewal. This training will be funded by the Building Code Enforcement Special Training Fund, as established by KRS 198B.095, and will be coordinated and administered by DHBC and the awarded vendor, as provided in 815 KAR 7:070.

The fundamental and primary purpose of the training, per the terms of the Special Training Fund, remains education; however, DHBC would also like to facilitate forging industry partnerships and bridging the gap between construction sectors; both initiatives are being undertaken to create a more favorable and cooperative atmosphere through the education process.

DHBC would like to encompass ALL code officials and contractors which include but are not limited to Building Inspectors, HVAC Inspectors, Plumbing Inspectors, Electrical Inspectors, Manufactured Housing Inspectors, Elevator Inspectors, Residential Contractors, Commercial Contractors, Plumbing Contractors, HVAC Contractors, Electrical Contractors, Elevator Contractors, Sprinkler Contractors, Manufactured Housing Contractors, Fire Investigators, Architects, Engineers, Local Officials such as County Judges Executive and Mayors, and Kentucky Association of Counties/Kentucky League of Cities Representatives.

2.00 Scope of Work

TRAINING AGENDA. The Contractor shall submit a proposed agenda for the training event no later than 60 to 90 calendar days in advance of the training event; the Commonwealth shall approve or make suggested changes to the proposed agenda no later than 45 to 75 calendar days in advance of the training event. The longer lead times are preferred so that as much notice and registration time can be given to potential participants in the provided training. The training agenda is to include classes and trainers, number of continuing education units, materials to be provided, offered times and locations. The

Document Description Page 5 proposed agenda is also to include any auxiliary pricing, required and/or optional, to attendees such as lodging, meals, registration, etc. which can not be covered by the Special Training Fund.

COST PROPOSAL. With the proposed training agenda, the Contractor is to submit a cost proposal for each training event no later than 60 to 90 calendar days in advance of the training event. The Commonwealth is to give preliminary approval or denial no later than 45 to 75 calendar days in advance of the training event. The cost proposal will contain specific line entries for items including but not limited to:

- facility meeting space and setups and required amenities including but not limited to tables, chairs, special electrical and/or lighting, etc.,

- audio/visual equipment for the training class/es including but not limited to large screen, digital projector, microphone, podium, etc.,

- trainer fees and travel expenses including but not limited to lodging, meals, airfare and/or vehicle rental, etc.,

- necessary class materials including but not limited to PowerPoint thumbnail handouts, code books, commentary books, work books, copies of other miscellaneous supplementary information pieces, etc.,

- registration equipment and supplies,

- various but limited promotional materials including but not limited to registration printing and distribution/ mailing, on-site programs of event, etc.,

- site signage identifying Department of Housing, Buildings, and Construction as the training sponsor.

The approved cost proposal will become the pre-approved itemized budget for the training event.

TRAINING FORMAT. The training may be conducted annually or semi-annually as a large, convention-type event with multiple classes to meet most or all of the continuing education required hours.

The training may be conducted more frequently as small, stand-alone events such as in-person or online events with one or more selected classes to meet some or most of the continuing education required hours. In any given contract year, the training may also be conducted in combination of large, convention-type events and/or small, stand-alone events. No more than two large, convention-type events may be held in a given contract year. Other smaller events may be held more often, as needed.

DATES. The dates for the training events must be coordinated with and approved by the Commonwealth at least 45 to 75 calendar days in advance. The geographic location and proposed facility must also be coordinated with and approved by the Commonwealth in advance using the same time frame. Due to the nature of the construction industry, optimal times for large training events such as a convention-type event would be in the early spring and/or late fall so that the target audience would not be required to leave their work environments during peak construction periods.

VENUES. The selected venues for the training will be convenient to the target audience/s, and should “rotate” geographic locations or be scheduled to serve the target audience/s in consideration of attendees in the North, South, East, West areas of the state. Kentucky State Resort Parks are a suggested but not a required venue, especially for any smaller training events. The Contractor will be responsible for contracting with the selected venues.

ELIGIBLE EXPENSES. Contractor responsibilities will include but are not limited to providing the following goods and services and/or contracting with selected vendors to provide the following goods and services:

- facility meeting space and setups and required amenities including but not limited to tables, chairs, special electrical and/or lighting, etc.,

- audio/visual equipment for the training class/es including but not limited to large screen, digital projector, microphone, podium, etc.,

- trainer fees and travel expenses including but not limited to lodging, meals, airfare and/or vehicle rental, etc., Document Description Page 6

- necessary class materials including but not limited to PowerPoint thumbnail handouts, code books, commentary books, work books, copies of other miscellaneous supplementary information pieces, etc.,

- registration equipment and supplies,

- various but limited promotional materials including but not limited to registration printing and distribution/ mailing, on-site programs of event, etc.,

- site signage identifying Department of Housing, Buildings, and Construction as the training sponsor.

TRAINING EVENT SPONSORSHIP. Site signage for all training classes, specifically identifying Department of Housing, Buildings, and Construction as the training sponsor, is to be posted prominently at each training event and at each individual training class location. Similar acknowledgement of Department of Housing, Buildings, and Construction as the training sponsor is also to be included prominently in any and all promotional, registration, introductory, and on-site printed and electronic materials.

TRAINING TOPICS. The class topics should be discussed by the Contractor and the Commonwealth with direct guidance given by the Commonwealth when a particular topic of training is specifically identified, needed, and/or requested. All classes must be approved by the Commonwealth.

CONTINUING EDUCATION CREDITS. The Contractor will be responsible for submitting the course requirements to DHBC in advance and for obtaining approval from DHBC in advance for the Continuing Education Credits. The Contractor will then be responsible for contracting with and scheduling qualified trainers to teach the designated classes. The Contractor will also be responsible for submitting the attendees’ names to DHBC upon completion of the training so that the credit can be recorded for the attendees.

EVALUATION AND SUMMARY. A course evaluation and a summary training event evaluation is to be given to all attendees. The course evaluation is to critique the completed individual class while the training event evaluation is to survey future needs such as suggested topics, class content and format, educational materials, geographic location, specific venue, event scheduling dates and times, etc. The evaluation forms are to be administered by the Contractor. The summary information is to be presented to the Commonwealth when the final training invoice is presented for payment.

DEMOGRAPHICS. The Contractor is to provide demographic summary of attendees to the Commonwealth for each training event. Required information is to include but is not limited to such items as total number of participants, job classification, county or city jurisdiction represented, etc. The demographic summary of attendees is to be presented when the final training invoice is presented for payment.

COMMUNICATION PLAN. The Contractor is responsible for communicating the training events to the various identified groups, possibly through targeted electronic mass communication and direct contact with applicable associations and organizations, when possible. The Commonwealth would like to encompass ALL code officials which include but are not limited to Residential Contractors, Commercial Contractors, Plumbing Contractors, HVAC Contractors, Electrical Contractors, Elevator Contractors, Sprinkler Contractors, Manufactured Housing Contractors, Fire Investigators, Architects, Engineers, Local Officials such as County Judges Executive and Mayors, and Kentucky Association of Counties/Kentucky League of Cities Representatives. The communication plan is to be proposed to the Commonwealth at least 60 to 90 calendar days in advance of the training event and approved by the Commonwealth at least 45 to 75 calendar days in advance of the training event. The training event is to be posted on the awarded vendor’s website at least 30 to 45 calendar days in advance of the training event.

Acknowledgement of Department of Housing, Buildings, and Construction as the training sponsor is to be included prominently in all communications. A summary of the communication plan effectiveness is to be included when the final training invoice is presented for payment.

3.00 Evaluation Criteria

The Public Protection Cabinet/Department of Housing, Buildings, and Construction will evaluate the proposals based on the following evaluation factors:

Delivery of Services/Scope of Work Acceptability 350 Points

Document Description Page 7

Respondents shall provide a detailed narrative outlining past work experience from the past three years to present which exhibits demonstrated ability to deliver similar Scope of Work scenarios to intended target audiences in specified geographical areas utilizing suggested formats.

Technical Expertise and Work Experience 300 Points Respondents shall provide a detailed narrative outlining:

-Registered Continuing Education Provider with Department of Housing, Buildings, and Construction;

-Qualifications, Education, Licenses, and Certification, etc.—experience with Department of Housing, Buildings, and Construction and/or with providing specific training to the intended target audiences;

-Listing of Classes organized and delivered from the past three years to present.

Cost 250 Points

Contractor responsibilities will include but are not limited to providing the following goods and services and/or contracting with selected vendors to provide the following goods and services:

- facility meeting space and setups and required amenities including but not limited to tables, chairs, special electrical and/or lighting, etc.,

- audio/visual equipment for the training class/es including but not limited to large screen, digital projector, microphone, podium, etc.,

- trainer fees and travel expenses including but not limited to lodging, meals, airfare and/or vehicle rental, etc.,

- necessary class materials including but not limited to PowerPoint thumbnail handouts, code books, commentary books, work books, copies of other miscellaneous supplementary information pieces, etc.,

- registration equipment and supplies,

- various but limited promotional materials including but not limited to registration printing and distribution/ mailing, on-site programs of event, etc.,

- site signage identifying site signage identifying Department of Housing, Buildings, and Construction as the training sponsor.

Total costs are to be listed for each training event.

Oral Presentation, (Optional) 100 Points The highest ranking vendors may be requested to provide oral presentations/demonstrations to answer questions or to clarify the understanding of the evaluators in accordance with the requirements of this RFP. The oral presentation shall be scheduled at the discretion of the Commonwealth. The Commonwealth reserves the right not to require oral presentations/demonstrations at its discretion or in the event that they would not affect the final rankings.

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 09/07/20

Proposals Due by: 12:00 pm 09/21/20

All bidders are cautioned to be aware of the security in the Mayo-Underwood Building located at 500 Mero Street; Frankfort, Kentucky 40601. All bids shall be time stamped in the Department of Housing Buildings, and Construction no later than the due date and time defined in this Solicitation. In person or courier delivered bids in response to this Solicitation shall be delivered to Department of Housing Buildings, and Construction. Delays due to building security checks shall not be justification for acceptance of a late bid.

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

Document Description Page 8

5.00 Offeror’s Conference

Not Applicable

6.00 Point of Contact

The Agency Contact named below shall be the sole point of contact throughout the procurement process.

All communications, oral and written (regular mail, express mail, electronic mail or fax), concerning this procurement shall be addressed to:

Laura Lynne Best

Department of Housing, Buildings, and Construction; Mayo-Underwood Building; 500 Mero Street, First Floor (1 SW, WK # 3); Frankfort, Kentucky 40601

502.782.0615 lauralynne.best@ky.gov

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

7.00 Questions Regarding this RFP

Not Applicable

8.00 Proposal Submission

Each qualified offeror shall submit only one (1) proposal. Alternate proposals shall not be allowed.

Failure to submit as specified shall result in a non-responsive proposal.

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

Acknowledgment of Addenda

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

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

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

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

The Technical Proposal should include one (1) marked original hard/paper copy technical and three (3) marked technical thumb/flash drives (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos.

The Cost Proposal should include one (1) marked original hard/paper copy cost and three (3) marked cost thumb/flash drives (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos.

Any Proprietary Information should include one (1) marked original hard/paper copy proprietary and three

(3) marked proprietary data thumb/flash drives (in Microsoft Word, Microsoft Excel, or PDF format ONLY).

Do not include embedded documents, hyperlinks or hyperlinks to videos.

Document Description Page 9

All proposals must be received no later than September 21, 2020 at 12:00 pm.

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

Kentucky Building Inspector Training Program

RFP-690-2100000066

TECHNICAL PROPOSAL

Name of Offeror

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

Kentucky Building Inspector Training Program

RFP-690-2100000066

COST PROPOSAL

Name of Offeror

ELECTRONIC OR FACSIMILE PROPOSALS SHALL NOT BE CONSIDERED.

8.10 Format of Technical Proposal

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

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

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

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

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

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

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

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

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

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

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

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

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

b. Vendor shall indicate ownership type.

c. Vendor shall provide “FEIN” if applicable.

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

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

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

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

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

Document Description Page 10 http://finance.ky.gov/services/forms/Pages/default.aspx

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

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

http://finance.ky.gov/services/forms/Pages/default.aspx *Offerors not claiming Qualified Bidder Status need not submit this affidavit.

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

8.20 Format of Cost Proposal

The Cost Proposal must be submitted under separate cover from the Technical Proposal and must be arranged and labeled in the manner specified. The proposal with the lowest price receives the maximum score. The remaining proposals with the next lowest price receives points by dividing the lowest price by the next lowest price and multiplying that percentage by the available points.

8.30 Certification Regarding Debarment and Suspension

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

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

9.00 Rules of Procurement

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

Offerors should review and comply with the General Conditions and Instructions for Solicitation/Contract listed under “Response to Solicitation” located on the eProcurement web page at http://finance.ky.gov/services/policies/Documents/FAP%20110-10-00.pdf

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

9.10 Technical Proposal Evaluation

The Public Protection Cabinet/Department of Housing, Buildings, and Construction 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 Public Protection Cabinet/Department of Housing, Buildings, and Construction will evaluate the proposal based on the cost portion of the Evaluation Criteria.

9.30 Right to Reject/Waiver of Minor Irregularities

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

9.40 Clarification of Proposals

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

Document Description Page 11

2100000066 Kentucky Building Inspector Training Program http://finance.ky.gov/services/forms/Pages/default.aspx http://finance.ky.gov/services/policies/Documents/FAP%20110-10-00.pdf

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 Public Protection Cabinet/Department of Housing, Buildings, and Construction shall not disclose any portions of the proposals prior to contract award to anyone outside the Public Protection Cabinet/Department of Housing, Buildings, and Construction, 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 rejections of the proposal will not affect this right.

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

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

Determining the residency of a bidder for purposes of applying a reciprocal preference

Any individual, partnership, association, corporation, or other business entity claiming resident bidder status shall submit the attached Required Affidavit for Bidders, Offerors and Contractors Claiming Resident Bidder Status as part of its response. The Public Protection Cabinet/Department of Housing, Buildings, and Construction 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

Document Description Page 12 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 Right to Use Oral Presentations to Verify/Expand on Proposal The Commonwealth reserves the right at its discretion to require Oral Presentations by some or all of the Offerors to verify or expand on the Technical or Cost Proposals.

9.85 Oral Presentation Evaluation Criteria

The highest ranking vendors may be requested to provide oral presentations/demonstrations to answer questions or to clarify the understanding of the evaluators in accordance with the requirements of this RFP.

The oral presentation shall be scheduled at the discretion of the Commonwealth. The Commonwealth reserves the right not to require oral presentations/demonstrations at its discretion or in the event that they would not affect the final rankings.

9.90 Negotiation

After conducting the evaluation to determine the best proposal received, the Public Protection Cabinet/ Department of Housing, Buildings, and Construction 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 Public Protection Cabinet/Department of Housing, Buildings, and Construction reserves the right to proceed to the next highest ranked proposal.

Other terms and conditions relating to the technical and/or cost proposals may be negotiated at the sole discretion of the Commonwealth.

9.95 Best Interests of the Commonwealth

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

CONTRACT AWARD, TERMS, AND CONDITIONS

10.00 Notification of Award

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

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

10.10 Beginning of Work

This Contract is not effective and binding until approved by the Secretary of the Finance and Administration Cabinet and filed with the Legislative Research Commission’s Government Contract Review Committee.

The Contractor shall not commence any billable work until a valid Contract has been fully executed.

This Contract, including the components referenced in Section 10.20, shall represent the entire agreement between the parties. Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon this Contract.

10.20 Contract Components and Order of Precedence

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

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1. Procurement Statutes, Regulations and Policies

2. Any written Agreement between the Parties.

3. Any Addenda to the Solicitation.

4. The Solicitation and all attachments

5. Any Best and Final Offer.

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

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

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

10.30 Contract Term and Renewal Option

The initial term of the Contract is anticipated to be from October 15, 2020 through June 30, 2021.

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

The Commonwealth reserves the right to renew this contract for one (1) year and up to five (5) additional one (1) year periods.

Renewal shall be subject to prior approval from the Secretary of the Finance and Administration Cabinet, or this authorized designee, and the LRC Government Contract Review Committee in accordance with KRS 45A.695 and KRS 45A.705.

10.40 Changes and Modifications to the Contract

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

10.50 Notices

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

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Personal Service Contract Standard Terms and Conditions Revised January 2020

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

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

1.00 Effective Date:

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

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

2.00 Renewals:

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

3.00 LRC Policies:

Pursuant to KRS 45A.725, LRC has established policies which govern rates payable for certain professional services. These are located on the LRC webpage https://apps.legislature.ky.gov/moreinfo/ Contracts/homepage.html and would impact any contract established under KRS 45A.690 et seq., where applicable.

4.00 Choice of Law and Forum:

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

5.00 EEO Requirements:

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

6.00 Cancellation:

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

7.00 Funding Out Provision:

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

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8.00 Reduction in Contract Worker Hours:

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

9.00 Authorized to do Business in Kentucky:

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

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

Registration with the Secretary of State by a Foreign Entity:

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

KRS 14A.1-070.

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

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

10.00 Invoices for fees:

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

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

*Invoice form is available on the Legislative Research Commission, Government Contract Review Committee website: https://apps.legislature.ky.gov/moreinfo/Contracts/homepage.html

11.00 Travel expenses, if authorized:

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

12.00 Other expenses, if authorized herein:

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

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

13.00 Purchasing and specifications:

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

14.00 Conflict-of-interest laws and principles:

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

15.00 Campaign finance:

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

16.00 Access to Records:

The state agency certifies that it is in compliance with the provisions of KRS…