Final_RFP_729_2600000452_1_SO_FORM.PDF

Document ID: RFP 729 2600000452 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: KORE Substance Use Disorder Transitional Care C5994

Date Issued:

05/14/2026 Record Date:

05/07/2026

Solicitation Closes Date:

05/21/2026 Time:

14:00

Solicitation No:

RFP 729 2600000452

Online Bidding Prohibited: No

For Information Call:

Arta Halili 502-564-3498

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 729 2600000452 Page: 2

Line Items

Commodity Group: Default

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

1 Kentucky Opioid Response Effort

Comm Code Comm Description Manufacturer Model # Manuf Part #

91878 Medical Consulting

Extended Description Services to operate a Health Insurance Portability and Accountability Act (HIPAA) and 42 CFR Part 2 compliant virtual platform that delivers evidence-based transitional care coordination through telehealth for individuals with substance use disorders and co-occurring mental health conditions.

Shipping Information

Billing Information CHFS DBHDID - Administration & Financial Management

275 E Main Street 4CD

Frankfort KY 40601-0001

Document ID: RFP 729 2600000452 Page: 3

Submission Checklist

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

Item Technical Proposal Cost Proposal Oral Presentation, if necessary

Revised February 2026

PROPOSAL SUBMISSION CHECKLIST

The Vendor MUST include the following with the proposal submission.

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

All other items MUST be submitted prior to award.

_____ SIGNED AND COMPLETED SOLICITATION –Section(s) 8.00 and 8.10 of this RFP (not required if submitting electronically)

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

Section(s) 8.00 and 8.10 of this RFP

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

Section(s) 8.00 and 8.10 of this RFP

_____ TRANSMITTAL LETTER – Section 8.20 of this RFP

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

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

_____ REQUIRED AFFIDAVIT(S) – Section 8.20 of this RFP

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

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Total Pages: 36 https://www.merriam-webster.com/dictionary/seal

REQUEST FOR PROPOSAL

FOR

PERSONAL SERVICE CONTRACT

Cabinet for Health and Family Services (CHFS) Department for Behavioral Health, Developmental and Intellectual Disabilities, Division of Administration and Financial Management KORE Substance Use Disorder Transitional Care Coordination

RFP 729 2600000452

This document constitutes a Request for Proposals for a Personal Service Contract from qualified individuals and organizations to furnish those services as described herein for the Commonwealth of Kentucky, Cabinet for Health and Family Services on behalf of the Department for Behavioral Health, Developmental and Intellectual Disabilities, Division of Administration and Financial Management.

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

The Cabinet for Health and Family Services (CHFS), Department for Behavioral Health, Developmental and Intellectual Disabilities (DBHDID), Division of Substance Use Disorder (DSUD), is issuing this request for proposal (RFP) to secure services from a qualified contractor to operate a Health Insurance Portability and Accountability Act (HIPAA) and 42 CFR Part 2 compliant virtual platform that delivers evidence-based transitional care coordination services via telehealth for individuals with substance use and co-occurring mental health disorders.

The goal is to serve populations including, but not limited to, individuals with opioid use disorder (OUD) and/or Stimulant Use Disorder (StimUD) who are pregnant or postpartum, transition-age youth, or criminal-legal-involved.

These populations are at high risk of deleterious outcomes due to challenges navigating or transitioning between episodes of care in carceral, hospital, residential, or community-based settings. The proposed virtual platform and telehealth services aim to temporarily bridge care gaps, enhance care continuity across systems, and ensure access to high-quality treatment and recovery supports statewide for all Kentuckians.

The mission of the Kentucky Department for Behavioral Health, Developmental and Intellectual Disabilities (“Department” or “DBHDID”) is to promote health, well-being, and resilience for all, facilitate recovery for people affected by mental illness and substance use, and support people with intellectual or other developmental disabilities. As the State Behavioral Health and Developmental and Intellectual Disabilities Authority, the Department is committed to leading and supporting the development, implementation, and sustainability of an integrated system of care that identifies, engages, and effectively serves individuals and families with multiple, intersecting health and social needs. This system promotes coordination across providers and sectors, addresses the whole person, and strengthens recovery and resilience through continuous quality improvement of co-occurring, person-centered, and trauma-informed services.

The Kentucky Overdose Response Effort (KORE) is funded through the Substance Abuse and Mental Health Administration (SAMHSA) State Opioid Response (SOR) grant. As part of DBHDID, KORE focuses on expanding and sustaining a comprehensive, recovery-oriented system of care to reduce overdose deaths across the state. KORE and its subcontractors commit to implementing a trauma- and resilience-oriented care approach to address OUD and StimUD. KORE aims to increase access to evidence-based and community-defined prevention, treatment, and recovery support services for all Kentuckians, including those with co-occurring mental health concerns. Informed by data on populations most in need, KORE’s priority populations include, but are not limited to, individuals with OUD and/or StimUD who are: (1) overdose survivors; (2) criminal-legal system-involved; (3) pregnant and postpartum; and (4) transition-age youth.

Disclaimers

DBHDID funding is a payer of last resort. The contractors must verify that all individuals receiving services have applied for other eligible funding sources, such as Medicaid or private insurance, before utilizing DBHDID funds.

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The Contractors are not allowed to use federal funds to buy, prescribe, or provide marijuana or treatments involving marijuana. See, e.g., 45 C.F.R. 75.300(a) (requiring HHS to ensure that federal funds are fully used in accordance with U.S. laws and public policies); 21 U.S.C. 812(c)(10) and 841 (prohibiting the possession, manufacture, sale, purchase, or distribution of marijuana).

The Contractors are prohibited from denying any eligible client, patient, or individual access to their program because of their use of Federal Drug Administration (FDA)-approved medications for opioid use disorder (MOUD) (e.g., methadone, buprenorphine products including buprenorphine/naloxone combination formulations and buprenorphine monoproduct formulations, naltrexone products including extended-release injections, and oral formulations of naltrexone). Patients must be allowed to participate in methadone treatment provided in accordance with current federal and state methadone dispensing regulations from an opioid treatment program and ordered by a physician who has evaluated the client and determined that methadone is appropriate for the individual’s OUD.

Similarly, medications available by prescription must be permitted if a licensed prescriber or provider prescribes them. In all cases, MOUD must be allowed to continue for as long as the prescriber considers the medication clinically beneficial. The contractors must ensure that clients are not forced to stop using MOUD as a condition of any program if stopping is not recommended by a licensed prescriber or is not supported by a valid prescription.

Therefore, a policy requiring mandatory medication taper for all clients after a specified period would exclude them from program eligibility. Medically managed withdrawal alone is not an evidence-based practice for OUD.

Medically managed withdrawal services must include and provide injectable extended-release naltrexone.

The Contractors must have a clear process for determining service eligibility, informing clients of their rights and appeal procedures, and ensuring effective communication for individuals with hearing or language barriers.

The Contractors and their sub-recipients must promptly report in writing to DBHDID any known or suspected violations of federal criminal law involving fraud, bribery, or gratuities that could impact the use of federal or state-funded awards.

For all media communications, the contractor shall seek guidance from DBHDID on how to acknowledge federal and state funding.

2.00 Scope of Work

1. Operate a HIPAA and 42 CFR Part 2 compliant virtual platform to support transitional care coordination through telehealth across all relevant systems. Services will be accessible to individuals with substance use disorder (SUD) and co-occurring psychiatric conditions. Ensure continuity between care episodes, including for those transitioning from carceral, hospital, residential, or other community-based settings. Services remain active until local care is established. Exceptions allowing care episodes to extend beyond 30 days may be granted in cases of extenuating circumstances.

2. Conduct comprehensive screenings and assessments using evidence-based tools, specifically the American Society of Addiction Medicine (ASAM) Criteria 4th Edition, along with other validated assessment instruments, to determine the appropriate level of care, necessary support services, and linkage to treatment for individuals with SUD and co-occurring psychiatric conditions.

3. Directly deliver services to, or coordinate services for, individuals with SUD and co-occurring psychiatric conditions, including counseling, peer support, and system navigation in accordance with ASAM Criteria 4th Edition Level 1.

4. Provide or coordinate services for FDA-approved medications for SUD and co-occurring psychiatric conditions, including MOUD (e.g., buprenorphine, methadone, and naltrexone), following federal and state regulations.

5. Maintain your status as an eligible Medicaid provider with all Managed Care Organizations (MCOs).

2.01 Deliverables

1. Establish and maintain an interdisciplinary team, including prescribers, counselors, peer support specialists, and care navigators, either directly or through a subcontracted independent partner, to provide screening/ assessment, care coordination, MOUD access, and referrals.

2. Refer at least 50 individuals each month.

3. Conduct clinical screenings or assessments through telehealth promptly after receiving the referral, including during day, night, and weekend hours, prioritizing based on urgency.

a. High urgency: respond within 12 hours of referral for screening or assessment.

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b. Moderate urgency: respond within 72 hours of referral for screening or assessment.

c. Low urgency: respond within one week of referral for screening/assessment.

4. Establish a continuous quality improvement (CQI) process to monitor program outcomes, identify opportunities for improvement, and use data to demonstrate effectiveness

2.02 Reporting

Based on the funding mechanism, submit monthly reports in a format requested by DBHDID to DBHMiscReporting@ky.gov. Monthly reports are expected to be submitted no later than the 15th of the subsequent month. Reports shall include, but not be limited to:

a. Number of screenings/assessments completed by assessor(s).

b. Number of referrals to each behavioral health provider, preliminary diagnosis, and level of care determination.

c. Number of patients enrolled in treatment services and modality of treatment services.

d. Demographics of patients.

e. Other reporting requests made by DBHDID and agreed to by the contractor.

Submit a detailed report on progress and obstacles toward completing contract deliverables quarterly, no later than the 15th day after the quarter ends.

Submit a quarterly performance and functionality report on the HIPAA-compliant virtual care platform to DBHDID by the 15th day after each quarter. The report must include:

a. System performance metrics (such as uptime percentage, response times (refers to how quickly the system reacts when a user or another system makes a request. This includes the interval between the initiation of the request and the system’s initiation or delivery of the requested service), security compliance, and user capacity), security compliance documentation, system must be compliant with HIPAA and 42 CFR Part 2 (including completed risk assessments), and user accessibility review (covering Americans with Disabilities Act (ADA) compliance measures);

b. Identification of any issues, gaps, or opportunities for improvement; and

c. A corrective action plan, if applicable. Any platform changes must be made within one month and reviewed and approved by DBHDID.

Submit annual documentation confirming enrollment status as a Medicaid provider, including approval from all MCOs, and notify DBHDID within ten business days of any change in Medicaid enrollment. Submit yearly written documentation to DBHDID outlining the interdisciplinary team’s composition, including roles, responsibilities, and functions. If the team changes, updated documentation must be provided to DBHDID within 30 business days. For KORE-funded services:

1. Collect and report client demographics and services provided for all individuals with OUD and/or StimUD enrolled in KORE-funded programs. Data is expected to be submitted at least monthly by the 15th day of the month following the reporting period to a DBHDID-approved data portal.

2. Service providers must complete the SAMHSA Unified Performance Reporting Tools–Administrative (SUPeR Tool-A) for all individuals enrolled in KORE-funded programs. KORE-funded service recipients should be given the opportunity to complete the SUPRT–Client or Caregiver (SUPeR Tool-C). Data must be submitted to a DBHDID-approved data portal.

2.03 CHFS Responsibilities

The DSUD will oversee the Contractors activities through a designated program liaison. The liaison will meet with the Contractor's leadership team to review progress, written reports, and oversee the Contractor's performance and fulfillment of contractual obligations.

The designated program liaison will identify any issues that could affect vendor performance to determine if improvements are necessary.

2.04 Monitoring – Federal and State

DBHDID may perform an annual review of program performance and compliance on-site. Monitoring could include an off-site review of data and documentation, as well as an on-site assessment of operations and records. A summary report will be provided to the contractor and may require a corrective action plan submission.

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2.05 Pricing and Payment

The Contractor shall submit monthly invoices based on services completed.

Invoices for payment shall be submitted electronically to KOREinvoice@ky.gov or MHSAinvoice@ky.gov.

Invoices must be submitted no later than thirty (30) calendar days after completion of the service period.

Payment shall be conditioned upon receipt of appropriate, accurate, and acceptable invoices submitted in a timely manner.

Invoices shall contain two parts:

1. Legislative Research Commission’s Government Contract Review Committee Invoice Form; and

2. Supporting documentation.

Invoices that do not meet the requirements above will be rejected and returned to the contractor for re-invoicing.

3.00 Evaluation Criteria

The Cabinet for Health and Family Services (CHFS) shall conduct a comprehensive, fair, and impartial evaluation of all proposals. CHFS may reject any proposal that is incomplete or in which there are significant inconsistencies or inaccuracies. CHFS reserves the right to reject all proposals.

CHFS has established a Proposal Evaluation Committee to review, evaluate, and verify information submitted by the offeror.

Each Vendor is responsible for submitting all relevant, factual, and correct information with their offer to enable the evaluator(s) to afford each Vendor the maximum score based on the available data submitted by the Vendor.

CHFS shall evaluate the proposals by assigning scores as indicated.

Technical Proposal Evaluation

Criteria Maximum Points Possible Organizational Capacity and Experience

1. Describe previous experience directly providing or coordinating prescribing, counseling, system navigation, or peer support services.

2. Detail specific processes and policies that will ensure equitable service access for all populations, particularly those who have experienced barriers to care.

3. Describe experience serving priority populations identified in Section 1.0 Purpose and Background.

4. Describe capacity to provide care coordination (e.g., prescribing, counseling, system navigation, or peer support services) to at least 50 unique individuals per month.

5. Demonstrate documented experience providing trauma-informed and person-centered services based on the following:

a. describe specific training protocols for staff

b. provide examples of previously implemented service delivery models tailored for or adapted to meet specific community or population needs

c. outline quality improvement processes that ensure fair and consistent service delivery and outcomes

d. describe methods for collecting and using feedback from all service recipients to improve services

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Total Pages: 36 mailto:KOREinvoice@ky.gov mailto:MHSAinvoice@ky.gov

Technical Approach and Service Delivery Model

1. Describe the feasibility of statewide service delivery, including the use of telehealth.

2. Provide a detailed description of interdisciplinary team composition and staffing plan that includes:

a. specific roles and Full-Time Equivalent (FTE) allocations

b. required qualifications and licensure for each position

c. supervision structure and

d. plan for addressing staff turnover and ensuring continuity of care

3. Describe accessibility of services, including 24/7 availability and prioritization by urgency.

4. Identify evidence-based practices to be utilized (e.g., ASAM, MOUD, co-occurring care).

5. Outline protections for client rights and medication continuity.

Technology and Data Systems

1. Demonstrate technological capacity to support prescribing, counseling, care coordination, and peer support.

2. Describe the system performance and security monitoring, including:

a. Frequency of monitoring activities

b. Key performance indicators tracked

c. Security incident response procedures and

d. Corrective action processes with associated timelines

3. Outline the technical and staffing capacity for timely data reporting, including:

a. Data collection methods

b. Quality assurance processes

c. Reporting workflow and

d. Contingency plans for meeting reporting deadlines in the event of staff absences or system issues

Compliance and Reporting

1. Demonstrate ability to meet documentation requirements (Medicaid status, quarterly reports, monthly utilization tracking and data submissions, annual team documentation).

2. Describe compliance with state and federal law (e.g., marijuana restrictions, MOUD protections).

Implementation and Sustainability

1. Provide an implementation timeline with key activities and responsible parties. Include planning/ development, training/consultation, outreach and marketing, implementation, and data management.

2. Describe a sustainability plan that supports the program beyond the 12-month contract period and includes potential reimbursement pathways and/or sources of revenue generation.

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2600000452 Final KORE Substance Use Disorder Transitional Care

Maximum Points Possible 1400

Proposals scoring fewer than 840 points on the Technical Evaluation shall be eliminated from further consideration.

Cost Proposal Form

Criteria Maximum Points Possible The cost proposal shall be submitted as follows:

The Offeror shall complete and submit all portions of the attached Cost Proposal Form in accordance with section 8.30 otherwise the proposal may be deemed non-responsive.

The Offeror is responsible for including and identifying all costs associated with the delivery of services.

Maximum Points Possible 600

Oral Demonstration/Presentation Evaluation, if required

Criteria Maximum Points Possible Oral Presentations/Demonstrations

The Commonwealth reserves the right to require Oral Presentations/Demonstrations to verify or expand on the Technical or Cost Proposals. Oral Presentations/ Demonstrations may be conducted through videoconferencing or by conference call, if it is in the best interest of the Commonwealth to do so. This is the opportunity for the Vendor to present and demonstrate the solution and to answer questions or to clarify the understanding of the evaluation committee in accordance with the requirements of this RFP.

The Commonwealth reserves the right to reject any or all proposals in whole or in part based on the oral presentations/ demonstrations.

If required, the top 2 highest ranking Vendors may be invited.

Scheduling will be at the discretion of the Commonwealth.

The Commonwealth reserves the right not to require oral presentations/demonstrations

Maximum Points Possible 200

Total Proposal Evaluation

Criteria Maximum Points Possible Technical Proposal 1400

Cost Proposal 600

Oral Demonstrations/Presentations, if required 200

MAXIMUM POINTS POSSIBLE 2200

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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 5/14/2026

Written Questions due by: 2:00pm N/A

Anticipated Commonwealth Response to Written Questions N/A

Proposals Due by: 2:00pm 5/21/2026

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

5.00 Offeror’s Conference

Not applicable.

6.00 Point of Contact

The Agency Contact named below shall be the sole point of contact throughout the procurement process. All email communications concerning this procurement shall be addressed to:

Arta Halili Arta.Halili@ky.gov

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

7.00 Questions Regarding this RFP

Questions must be submitted in writing to the Agency Contact. The Commonwealth will respond to salient questions in writing by issuing an Addendum to the Solicitation. The Addendum shall be posted to the Commonwealth’s eProcurement page.

8.00 Proposal Submission

Electronic Proposals

Proposals shall be received by electronic submission in the eProcurement system, Kentucky Vendor Self Service System.

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

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

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

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload impediments shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged. Instructions “How to Submit an Online Response for a Business Opportunity” are posted to Kentucky’s Vendor Self Service, Document Phase Document Description Page 11

2600000452 Final KORE Substance Use Disorder Transitional Care C5994 https://vss.ky.gov/vssprod-ext/Advantage4 https://vss.ky.gov. If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-HELP (4357).

Proposals shall be submitted in three (3) parts: The Technical Proposal, the Cost Proposal, and Proprietary Information. Each part shall consist of one document attachment. Do not submit multiple document attachments as Technical, Cost or Proprietary. All files shall be labeled accordingly. Attachments may not exceed 65,000 KB.

Proposals submitted online must be in an “Accepted” status and shall be assigned a date and time stamp from the eProcurement system at the time of final acceptance and formal submission by the Vendor. The system will not allow submission of an online proposal after the published date and time for closing.

A proposal may be modified or withdrawn by electronic or written notice ONLY if received prior to the bid closing date and time. An electronic offer may be modified by applying the appropriate electronic signature and following the procedure in the state’s eProcurement signature.

Acknowledgment of Addenda

It is the Vendor's responsibility to check the 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.

8.10 Format of Response

Electronic Proposals

Proposals shall be submitted in three (3) parts: The Technical Proposal, the Cost Proposal, and if applicable, Proprietary Information. Each part shall consist of one document. Do not submit multiple documents as Technical, Cost or Proprietary.

1. Proposals must be submitted electronically in the eProcurement System, Kentucky Vendor Self Service site.

a. The Technical Proposal shall be submitted on one (1) document marked Technical (in Microsoft

Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos. The document should be named in the following manner: Technical – Name of offeror – RFP number

b. The Cost Proposal shall be submitted on one (1) document marked Cost (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos. The document should be named in the following manner: Cost – Name of offeror – RFP number

c. Any Proprietary Information shall be submitted on one (1) document marked Proprietary (in Microsoft Word, Microsoft Excel, or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos. The document should be named in the following manner:

Proprietary – Name of offeror– RFP number

All proposals must be received no later than the close time and date listed in Section 4.00.

Pricing shall only be provided in the Cost Proposal. DO NOT SUBMIT ANY PRICING INFORMATION IN

THE TECHNICAL PROPOSAL.

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All submitted Technical and Cost Proposals shall remain valid for a minimum of six (6) months after the proposal due date.

8.20 Format of Technical Proposal

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

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

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

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

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

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

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

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

g. The name, address, telephone number, 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:

https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx.

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

https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx.

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

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

https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx.

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

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

8.30 Format of Cost Proposal

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

8.40 Certification Regarding Debarment and Suspension

In accordance with Federal Acquisition Regulation 52.209-5, 2 CFR 180.300, 2 CFR 200.318, 2 CFR 200.303, and FAP 111-59-00 the Offeror shall certify, by signing the Solicitation, that to the best of its knowledge and belief, the Offeror and/or its Principal(s) is (are) not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any state or federal agency. If debarred during the life of the contract, the Offeror shall notify the Commonwealth buyer of record within seventy-two (72) hours of the federal debarment.

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

9.00 Rules of Procurement

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

Offerors should review and comply with the General Conditions and Instructions for Solicitation/Contract listed under “Response to Solicitation” located on the eProcurement web page at https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

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

9.10 Technical Proposal Evaluation

CHFS 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

CHFS will evaluate the proposal based on the cost portion of the Evaluation Criteria.

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

9.30 Right to Reject/Waiver of Minor Irregularities

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

9.40 Clarification of Proposals

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

The Commonwealth reserves the right to conduct discussions with any Offeror who has submitted a proposal to determine the Offeror’s qualifications for further consideration. Such discussions shall not disclose any information derived from proposals submitted by other Offerors.

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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. CHFS shall not disclose any portions of the proposals prior to contract award to anyone outside CHFS, 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 RFP 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 200 KAR 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. CHFS reserves the right to request documentation supporting a bidder’s claim of resident bidder status. Failure to provide such documentation upon request shall result in disqualification of the bidder or contract termination.

As part of its response, a nonresident bidder shall submit its certificate of authority to transact business in the Commonwealth of Kentucky, Secretary of State. The location of the principal office identified therein shall be deemed the state of residency for that bidder. If the bidder is not required by law to obtain said certificate, the state of residency for that bidder shall be deemed to be that which is identified in its mailing address as provided in its bid.

Preferences for Qualified Bidder or the Department of Corrections, Division of Prison Industries (200 KAR 5:410)

Pursuant to KRS 45A.470 and 200 KAR 5:410, Kentucky Correctional Industries will receive a preference equal to twenty (20) percent of the maximum points awarded to a bidder in a solicitation. In addition, the following “qualified bidders” will receive a preference equal to fifteen (15) percent of the maximum points awarded to a bidder in a solicitation. New Vision Industries, Inc., any nonprofit corporation that furthers the purposes of KRS Chapter 163 and any qualified nonprofit agencies for individuals with severe disabilities as defined in KRS 45A.465(3). Any bidder claiming “qualified bidder” status, other than New Vision Industries, Inc., shall submit a notarized affidavit affirming that it meets the requirements to be considered a qualified bidder as part of its response to the solicitation (affidavit form included as part of this RFP). If requested, failure to provide documentation proving qualified bidder status to a public agency, if requested, may result in disqualification of the bidder or contract termination.

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9.80 Negotiation

After conducting the evaluation to determine the best proposal received, CHFS 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, CHFS 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.

9.90 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 https://vss ky.gov.

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

10.10 Beginning of Work

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

10.20 Contract Components and Order of Precedence

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

1. Procurement Statutes, Regulations and Policies

2. The resulting written agreement awarded from this solicitation and any subsequent written amendments.

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 7/1/2026 through 6/30/2028.

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

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

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

KRS 45A.705.

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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 CHFS 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 authorized designee, and the LRC Government Contract Review Committee.

Memoranda of Understanding, written clarification, and/or other correspondence shall not be construed as amendments to the Contract.

10.50 Insurance Requirements

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

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

A. Required Coverage

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

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

B. Additional Types of Insurance

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

1. Automobile Liability Insurance (If Applicable)

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

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

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

2. Professional Liability Insurance (If Applicable)

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

C. Evidence of Insurance Coverage

The successful bidder shall provide evidence of insurance coverage as required. Failure to do so shall constitute a material breach of this Contract and may result in immediate cancellation of the Contract.

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

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Further, the awarded vendor shall not utilize an insurer or similar entity not in good standing with the Insurance Commissioner to fulfill the insurance requirements of the contract…