Final_RFP_758_2600000024_4_SO_FORM.PDF

Document ID: RFP 758 2600000024 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Modification: Yes Version #: 4

TITLE: Disaster Aid Services

Date Issued:

10/17/2025 Record Date:

10/17/2025

Solicitation Closes Date:

11/07/2025 Time:

15:30

Solicitation No:

RFP 758 2600000024

Reason for Modification

Amendment #3 Date: October 17, 2025 Please note: The purpose of the amendment is to post responses to vendor questions.

Online Bidding Prohibited: No For Information Call:

Daniel Salvato 502-564-5862

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 758 2600000024 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Disaster Aid Services 0.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

99030 Disaster Relief Services

Extended Description Disaster Aid Services

Shipping Information DMA - Division of Emergency Management

100 Minuteman Pkwy Bldg 110 Frankfort KY 40601

Billing Information DMA - Division of Emergency Management

100 Minuteman Pkwy Bldg 110 Frankfort KY 40601

Document ID: RFP 758 2600000024 Page: 3

Submission Checklist

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

Item

Request for Proposal (RFP)

For

DISASTER AID SERVICES

RFP 758 2600000024

Release Date: September 11, 2025 CLOSING DATE AND TIME November 7, 2025 at 3:30pm ET

Issued by

The Finance and Administration Cabinet

Commonwealth Buyer:

Daniel Salvato, CPPB, NIGP-CPP, KCPM, Purchasing Agent

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services 200 Mero Street, 5th Floor

Frankfort, KY 40622

(502) 564-5862 daniel.salvato@ky.gov

TABLE OF CONTENTS

Proposal Submission Checklist Section 1 – Summary Section 2 – Introduction Section 3 – Scope of Work Section 4 – Not Applicable to this Procurement Section 5 – Procurement Requirements and Instructions Section 6 – Proposal Submission Section 7 – Proposal Evaluation Section 8 – Negotiations Section 9 – Contract Requirements Section 10 – Standard Terms and Conditions

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2600000024 Final Disaster Aid Services Total Pages: 64

PROPOSAL SUBMISSION CHECKLIST

The vendor MUST include the following with the proposal submission.

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

*PROPOSED TECHNICAL SOLUTION

*PROPOSED COST SOLUTION

All other items MUST be submitted prior to award.

TRANSMITTAL LETTER [see Section 6.7(A)]

REVENUE FORM 10A100 KENTUCKY TAX REGISTRATION APPLICATION IF

APPLICABLE (see Section 6.7 (C)], CERTIFICATE OF AUTHORITY- REGISTRATION WITH SECRETARY OF STATE BY A

FOREIGN ENTITY IF APPLICABLE [see Section 6.7 (D)]

REQUIRED ANNUAL AFFIDAVIT AND OTHER AFFIDAVIT(S)

https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for %20Bidders%20Offerors%20and%20Contractors.pdf

Document Phase Document Description Page 5 https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf

SECTION 1 - RFP SUMMARY

1.1 Estimated Schedule of RFP Activities

The following table presents the anticipated schedule for major activities associated with the RFP distribution, proposal submission, proposal evaluation process, and contract award.

The Commonwealth reserves the right at its sole discretion to change the Schedule of Activities, including the associated dates and times.

Anticipated Schedule of Activities

Release of RFP

September 11, 2025

1st Set Of Vendors’ Written Questions due by 12:00 PM ET

(SUBMIT QUESTIONS ON VENDORS’ QUESTION FORM)

September 22, 2025

Commonwealth’s Response to 1st Set of Vendors’ Written Questions September 25, 2025 September 30, 2025 October 3, 2025

2nd Set Of Vendors’ Written Questions due by 12:00 PM ET

(SUBMIT QUESTIONS ON VENDORS’ QUESTION FORM)

October 2, 2025 October 6, 2025 October 10, 2025

Commonwealth’s Response to 2nd Set of Vendors’ Written Questions

October 7, 2025 October 10, 2025 October 14, 2025

Proposals due by 3:30 PM ET

November 7, 2025

1.2 Issuing Office

The Commonwealth of Kentucky, Finance and Administration Cabinet, Office of Procurement Services, is issuing this RFP on behalf of The Department of Military Affairs / Kentucky Division of Emergency Management (KYEM). The Finance and Administration Cabinet is the only office authorized to change, modify, amend, alter, or clarify the specifications, terms and conditions of this RFP.

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.

1.3 Agencies to Be Served

This contract shall be for use by All State Agencies. No shipments shall be made except upon receipt by vendor of an official delivery order from the using agency.

Political Subdivisions Under Kentucky Statutes, political subdivisions of this State including cities of all classes, counties, and school districts may participate in All State Agency Master Agreements to the same extent as agencies of the Commonwealth.

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SECTION 2 - INTRODUCTION

2.1 Purpose

The purpose of this Request for Proposal (RFP) is to solicit proposals for competitive negotiations pursuant to 200 KAR 5:307. The Department of Military Affairs / Kentucky Division of Emergency Management (KYEM) is seeking to award multiple additional master agreements to provide Disaster Aid Services. Currently the Commonwealth has four master agreements for these services.

2.2 Background

The Kentucky Division of Emergency Management of the Department of Military Affairs, as created by Kentucky Revised Statutes 39A, is responsible for the coordination of disaster and emergency services for the Commonwealth. These duties involve the preparation for, response to, recovery from, and mitigation of emergency and disaster events. In such instances where KYEM personnel resources are not sufficient for the efficient and proper operation of the Kentucky State Emergency Operations Center (SEOC), the provision of emergency supplies and technical support to local governments, planning, volunteer coordination, implementation of individual assistance, the assessment of event damages, and the identification of state and federal response, recovery, and mitigation assistance, and the continuation of critical programs; it is imperative that the agency have the capacity to rapidly request the services of trained emergency management personnel to assist with disaster activities.

SECTION 3 – SCOPE OF WORK

3.1 Scope of Work/Technical Requirements

The Kentucky Division of Emergency Management Division (KYEM), Department of Military Affairs, seeks the services of qualified contractor or contractors to provide pre-trained, highly qualified personnel to support its preparedness, response, recovery, and mitigation operations. These personnel will aid in all areas of emergency management to include but not limited to:

To cover the following areas:

SEOC Operations Incident Management Team Logistics Support Volunteer Coordination Public Assistance Individual Assistance Hazard Mitigation Public Information Information Technology Logistics Declaration Requests Procurement Resource Distributions Planning Sheltering Debris

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These personnel may be required to perform their assignments at the Kentucky State Emergency Operations Center, FEMA Joint Field Offices, state Area Offices, regional control centers, or in the actual impacted areas of the state.

Provision of personnel, when needed, will be made under request(s) by KYEM using the awarded contract, which will specify services to be performed. Due to the nature of disaster events, the Contractor shall be capable of responding to the requests of KYEM in placing personnel and resources at any assigned location(s) to operate and fulfill tasks within 48 hours of notification from KYEM. The Contractor must be able to demonstrate the availability or adequate personnel and resources to fulfill the responsibilities listed below, across multiple projects, even if holding existing contracts with other states.

Under the terms of this contract and as requested by KYEM, the Contractor shall submit appropriate and relevant qualifications for all personnel assigned. The Contractor shall provide competent and adequately trained administrative staff to perform personnel tasks required under this agreement. The Contractor shall, prior to this contract and continuing yearly, submit the results of a mandatory employment drug screening, criminal background check, and driver’s license check for any person assigned to the agreement. The Contractor shall also be prepared to submit such updated materials at any time during the agreement as requested by KYEM.

KYEM shall retain authority to reject proposed or working staff at the discretion of KYEM.

The Contractor shall have 48 hours to replace such people when and if this authority is exercised by KYEM.

All provided staff will be required to have the following training and the contractor will be required to make available training records of all staff prior to filling request.

All provided personnel must have completed Incident Command and National Incident Management Training Courses: IS-100-c, IS-200.C, IS-700.b, and IS-800.b.

Personnel supporting Individual Assistance are required to have completed ICS courses 403 and 772.a.

Emergency Management Institute Required Courses for Volunteer Coordination support staff: IS-244, IS-288, and IS-289

Emergency Management Institute required courses for Public Assistance support staff:IS-1000, IS-1001, IS-1002, IS-1004, IS-1006, IS-1007, IS-1009, IS-1014, IS-1017, IS-1018, and IS-1026.

Emergency Management Institute required courses for Hazard Mitigation support staff:

IS-162, IS-212b, IS-329, IS-393, and IS-1014.

Emergency Management Institute required courses for planners: IS-2002 and IS-235C.

Emergency Management Institute required course for public information support: IS-209a.

Emergency Management Institute required course for logistics support: IS-27

Contractor must provide accurate, complete, and timely invoices.

All services will be provided in a professional manner at all times.

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Contractor must provide performance reports to KYEM when requested.

STATE EMERGENCY OPERATIONS CENTER (SEOC) SUPPORT TECHNICAL

REQUIREMENTS:

Upon direction from KYEM, the Selected Contractor(s) as directed, will:

1. Provide Emergency Operations Center support personnel with experience and/or background in state/federal SEOC operations in one or more of the following areas:

a. State and County Logistics Support

b. Disaster Response Planning

c. Incident Action Plan (IAP) preparation

d. Public Assistance Program

e. Individual Assistance Program

f. Damage Assessments

g. Volunteer Coordination

h. Information Technology

i. Public Information Dissemination

j. Other FEMA grant programs

2. Provide similar staffing positions at a FEMA Joint Field Officer (JFO) as required.

3. Provide a 24-hour point of contact. The provided point of contact must maintain as contact throughout the life of the event.

4. The contractor will provide staffing of up to two (2) 15- member teams adequate for two

(2) 12-hour operational periods per day through the activation of the SEOC.

5. Contractor will provide for food, lodging, and transportation requirements for its personnel unless explicitly supplied by state or local entities.

6. Contractor shall scale personnel requirements within 24 hours notice.

7. Chargeable fees for equipment cannot exceed the FEMA per item fee guidelines. (SEE http://www.fema.gov/schedule-equipment-rates)

8. Participation by the contractor in telephone conference calls and virtual meetings to coordinate with the KYEM project manager as needed.

9. Contractor shall develop an initial presentation as follows:

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a. An overview briefing and demonstration to KYEM Executive staff to include the Director, Assistant Directors, Chief of Operations, Branch Managers, and other staff deemed necessary.

b. An entrance brief to include overview of assigned personnel, their backgrounds, capabilities, logistical concerns, accomplishments, after action reports of previous experience to include challenges of the incident, and their successes.

c. Electronic and hard copies (only upon request) of the presentations to KYEM including all handout materials.

10. Participate in Joint Preliminary Damage Assessments with Federal, State, and local partners.

RECOVERY SUPPORT: Personnel supplied by the contractor shall provide services related to recovery from disasters. These individuals shall have a working knowledge and experience with FEMA Recovery programs and will seek to maximize Federal and State assistance to eligible subrecipients.

The Contractor shall have working knowledge of all FEMA recovery programs, regulations, and policies. The Contractor shall also have working knowledge of Category Z Management Cost funding in accordance with FEMA rules, regulations and policies, whether written or implemented in practice.

Upon receipt of Delivery Order the Selected Contractor(s) as directed, will:

1. Provide Recovery support personnel with experience and/or background in the following areas:

a. Damage Assessments

b. Public Assistance with FEMA Portal proficiency

c. Individual Assistance

d. Volunteer Coordination

e. Long Term Recovery

f. Technical Advisor in activity related to the recovery of the current disaster and continuing, as determined by KYEM

g. 404 and 406 Hazard Mitigation

h. Preparation of declaration request

i. Training of applicants

Additional personnel contractor must provide upon request if needed with the following capabilities:

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Project Delivery Manager – A customer service representative assigned to work with an applicant from declaration to funding approval; trained in public assistance policies and procedures and will guide the applicant through the steps necessary to receiving funding.

Project Subject Matter Expert – Knowledgeable about eligibility and Special Conditions in the Public Assistance Program who take the lead in working with the applicant to develop the scope of eligible work for the project, including the cause of damage, dimensions of damage, the work necessary to repair the damage, estimated or actual costs necessary to complete the work, and special considerations associated with the project, such as insurance and hazard mitigation.

Project Officer Specialist – Qualified Project Officers with appropriate advanced qualifications and expertise in the following permanent work categories:

Roads Systems and Bridges Water Control Facilities Buildings and Equipment Utilities Debris Removal

This individual (project officer specialist) must have the ability to identify and determine the need for expertise professional services in these areas.

Debris Specialist – Having specific expertise in all debris areas of the Public Assistance Program, able to provide technical assistance, counsel to all applicants dealing with debris, must be able to interact with all levels of government, ensures National Environmental Policy Act Requirements are met in all projects. The individual must be knowledgeable of Local, State, and Federal contracting requirements and ensure completeness of information submitted in the FEMA Portal.

Debris Specialists for Demolition of Homes and Commercial Properties – Specific expertise in the debris area of the Public Assistance Program, provide technical assistance, counsel to all applicants dealing with debris, and must be able to deal with all levels of government, and ensure National Environmental Policy Act Requirements are met in all projects. The individual must be knowledgeable of Local, State, and Federal contracting requirements and ensure accuracy of information submitted in the FEMA Portal.

Insurance Specialists – Having specific expertise in the responsibility for compliance with the insurance provisions of the Robert T. Stafford Act as amended. Consistent with Disaster Assistance Policy (DAP) 9580.2, the insurance specialist will have appropriate experience and technical ability to:

Provide insurance related technical support to the State Public Assistance Officer

Review insurance settlement information related to Large and Small Projects

Calculate and make recommendations for Insurance Adjustment during project development

Calculate and make recommendation for Insurance Adjustment after project development or obligation

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Project Reviewers – Knowledgeable about eligibility and special considerations in the Public Assistance Program will take the lead in working with the applicant to develop scopes of work and cost estimate for large projects. Reviews all Portal submissions to ensure the proper Scope of Work is written, the cost estimate is correct, that all Federal and State regulations are met, and/or addressed, ensure that all permanent work either has 406 Mitigation or addressed for feasibility.

Close Out Specialist – Provides expertise in closing completing projects of subrecipients for final inspection by FEMA; ensuring all required supporting documentation is complete and auditable.

2. Assist KYEM on technical issues with FEMA, State, and local governments and certain private non-profit entities and make recommendations on possible solutions.

3. Assist with the development and implementation of strategies to maximize the assistance available to the state in Public Assistance and other federal programs.

4. Assist in the implementation of Public Assistance, Hazard Mitigation, and Individual Assistance programs by providing support to managers, applicants, and others as necessary; providing technical guidance and broad support in these areas; assisting applicants in preparing submissions; and other related tasks as necessary.

5. Provide expert programmatic and policy advice on federal disaster relief programs, applicant briefings and related matters to KYEM and other state agencies as assigned by

KYEM.

6. Provide technical assistance and support for strategic planning and coordination of statewide, regional and local recovery efforts.

7. Assist KYEM with Public Assistance program activities and provide recommendations and support to ensure consistency with debris management activities and responsibilities.

8. Work directly with FEMA and other federal agencies, as assigned by KYEM, in order to facilitate obtaining appropriate federal assistance required by the state.

9. Assist with ensuring that State policies and procedures are disseminated and implemented by all field staff through coordination with KYEM Recovery Branch Manager.

10. Upon request by KYEM, identify trends and appropriate actions to address issues in the delivery of the Public Assistance Program to minimize difficulties.

11. Assist in the areas of individual assistance programs, mitigation, debris removal communications and public affairs, and information technology as related to recovery efforts.

12. Contractor shall perform sub-recipient monitoring and risk assessments of applicants as directed by KYEM.

13. Provide training and guidance to applicants, subrecipients, local and state officials, and others as directed.

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HAZARD MITIGATION:

Provide personnel within five (5) working days of receipt of Delivery Order.

Mitigation Specialist: - Responsible for mitigation grant (Hazard Mitigation Grant Program) coordination and project management. Assist the State Hazard Mitigation Officer in identifying potential hazard mitigation projects; both 404 and 406. Provide technical assistance, advice, and training to potential applicants and community leaders in developing and submitting applications and completing projects. Complete benefit-cost analysis on all projects. Ensure National Environmental Policy Act (NEPA) requirements are met on all projects. Review mitigation project applications for eligibility and feasibility.

Initiate state’s grant application submittals to FEMA. Perform other duties as assigned.

Contractor shall perform sub-recipient monitoring and risk assessments of applicants as directed by KYEM.

SECTION 4 – NOT APPLICABLE TO THIS PROCUREMENT

SECTION 5 – PROCUREMENT REQUIREMENTS AND INSTRUCTIONS

5.1 Procurement Requirements

Procurement requirements are listed under “Procurement Laws, Preference, Regulations and Policies” and “Response to Solicitation” located on the eProcurement Web page at https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx and https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx respectively. The vendor must comply with all applicable statutes, regulations and policies related to this procurement.

5.2 Access to Solicitation, RFP, and Addenda

The Commonwealth wants each prospective vendor to have full and complete information on which to base a proposal response. Only information presented or referred to in this RFP and any additional written information that is supplied by the Commonwealth Buyer shall be used by vendors in preparing the response.

The solicitation, addenda, and attachments shall be posted to the Kentucky Vendor Self Service link at https://vss.ky.gov

It is not necessary to register to access the solicitation. Unregistered vendors can access solicitations by clicking on public access.

In the event of any conflict or variation between the solicitation or modification as issued by the Commonwealth and the vendor’s response, the version as issued shall prevail.

5.3 RFP Terminology

For the purpose of this RFP, the following terms may be used interchangeably:

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2600000024 Final Disaster Aid Services Total Pages: 64 https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx https://vss.ky.gov

Proposer, Offeror, Contractor, Provider, or Vendor Commonwealth Buyer, Buyer, Purchaser, or Contract Officer RFP, Solicitation, or Procurement Bid, Proposal, or Offer Commonwealth of Kentucky, Commonwealth, or State, Agency, Department of Military Affairs Fiscal Year will be defined as the Commonwealth fiscal year: July 1 through June 30 Biennium will be defined as the Commonwealth biennium: July 1 of each even numbered year through June 30 of the next even numbered year Requirements that include the words “Shall”, “Will”, “Must” indicate a mandatory requirement Mandatory Requirement means a condition set out in the specifications or statement of work that must be met without exception.”

5.4 Restrictions on Communications

The Commonwealth Buyer named on the Cover Sheet of this RFP shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular, express, or electronic mail,), concerning this procurement shall be addressed to the Buyer.

For violation of this provision, the Commonwealth shall reserve the right to disqualify the vendors’ proposal response.

5.5 Confidentiality of Contract Terms

The contractor and the Commonwealth agree that all information communicated between them before the effective date of the contract shall be received in strict confidence and shall not be necessarily disclosed by the receiving party, its agents, or employees without prior written consent of the other party. Such material will be kept confidential subject to Commonwealth and Federal public information disclosure laws.

Upon signing of the contract by all parties, terms of the contract become available to the public, pursuant to the provisions of the Kentucky Revised Statutes.

The contractor shall have an appropriate agreement with its subcontractors extending these confidentiality requirements to all subcontractors’ employees.

5.6 Written Questions Regarding this RFP

Vendors are encouraged to submit written questions pursuant to Section 1.1 of this RFP. Written questions shall be submitted to the Commonwealth Buyer via email at daniel.salvato@ky.gov . Vendors should submit questions on Vendors Question Form.

No questions shall be accepted after the date(s) listed in Section 1.1 unless the question(s) is considered material to the procurement. The Commonwealth shall respond to salient questions in writing by issuing an addendum to the solicitation. The addendum shall be posted to the Kentucky Vendor Self Service site.

5.7 Vendor Response and Proprietary Information

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The RFP specifies the format, required information, and general content of proposals submitted in response to the RFP. The Finance and Administration Cabinet will not disclose any portions of the proposals prior to Contract Award to anyone outside the Finance and Administration Cabinet, representatives of the agency for whose benefit the contract is proposed, representatives of the Federal Government, if required, and the members of the evaluation committees. 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 vendors in response to this RFP as a matter of public record. Although the Commonwealth recognizes the vendor's possible interest in preserving selected data which may be part of a proposal, the Commonwealth must treat such information as provided by the Kentucky Open Records Act, KRS 61.870 et sequitur.

Informational areas which normally might be considered proprietary shall be limited to individual personnel data, customer references, selected financial data, formulae, and financial audits which, if disclosed, would permit an unfair advantage to competitors. If a proposal contains information in these areas that a vendor declares proprietary in nature and not available for public disclosure, the vendor should declare in the Transmittal Letter [see Section 6.7 (A)] the inclusion of proprietary information and shall noticeably label as proprietary each file containing such information. Proprietary information shall be submitted separately and identified as “Proprietary Data”. Proposals containing information declared by the vendor to be proprietary, either in whole or in part, outside the areas listed above may be deemed non-responsive to the RFP and may be rejected.

5.8 Notification of Award of Contract

The procurement process will provide for the evaluation of proposals and selection of the successful 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.

All applicable statutes, regulations, policies and requirements shall become a part of an award as well as the Information Technology requirements.

For additional award information, vendors may email the Commonwealth Buyer.

5.9 Protest

Pursuant to KRS 45A.285, the Secretary of the Finance and Administration Cabinet, or his designee, shall have authority to determine protests and other controversies of actual or prospective offerors in connection with the solicitations or selection for award of a contract.

Any actual or prospective offeror or contractor, who is aggrieved in connection with solicitation or selection for award of a contract, may a file protest with the Secretary of the Finance and Administration Cabinet. A protest or notice of other controversy must be filed promptly and in any event within two (2) calendar weeks after such aggrieved person knows or should have known of the facts giving rise thereto. All protests or notices of other controversies must be in writing and shall be addressed and mailed to:

Holly M. Johnson, Secretary

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

200 MERO STREET, 5TH FLOOR

FRANKFORT, KY 40622

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The Secretary of Finance and Administration Cabinet shall promptly issue a decision in writing. A copy of that decision shall be mailed or otherwise furnished to the aggrieved party and shall state the reasons for the action taken.

The decision by the Secretary of the Finance and Administration Cabinet shall be final and conclusive.

5.10 Vendor Notification – Ineligible for Award

The Commonwealth will not consider or evaluate any proposal submitted by a vendor when the vendor, the vendor’s employees or agents, had any involvement, contribution or participation in the development, preparation or review of this RFP prior to its issuance.

The vendors proposal will be deemed ineligible for award.

5.11Past Vendor Performance Past vendor performance may be considered in the award of this Contract. Vendors with a record of poor performance in the last twelve (12) months may be found non-responsible and ineligible for award.

section 6 – proposal submission

6.1 Disposition of Proposals

All proposals become the property of the Commonwealth of Kentucky. The successful proposal shall be incorporated into the resulting contract by reference. Disposal of unsuccessful proposals shall be at the discretion of the Commonwealth Buyer.

6.2 Rules for Withdrawal of Proposals

Prior to the date specified for receipt of offers, a submitted proposal may be withdrawn by electronic or written notice by submitting a signed written request for its withdrawal to the Commonwealth Buyer.

6.3 Commonwealth’s Right to Use Proposal Ideas

The Commonwealth of Kentucky shall have the right to use all system ideas, or adaptations of those ideas, contained in any proposals received in response to the RFP. Selection or rejection of the proposal will not affect this right.

6.4 Submission of RFP Response

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.

Acknowledgment of Addenda It is the vendor's responsibility to check the web site for any modifications to this solicitation.

Failure to specifically acknowledge addenda with submission 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.

6.5 Electronic Proposal Submission

Proposals shall be received by electronic submission in the eProcurement 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.

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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. Vendor Self Service Registration Guides are provided at https://vss.ky.gov

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

Vendor attention to this advisory is encouraged. 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 should 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 system.

6.6 Format of Response

A. . Proposals shall be submitted in three (3) parts: the Technical Proposal, the Cost

Proposal, and Proprietary Information. Each part should consist of one document.

Do not submit multiple documents as Technical, Cost or Proprietary.

a. The Technical Proposal should 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 should be submitted on one (1) document marked Cost (in

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

Document Phase Document Description Page 17 https://vss.ky.gov https://vss.ky.gov mailto:Finance.CRCGroup@ky.gov

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

Proprietary – Name of offeror RFP number

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

PRICING INFORMATION IN THE TECHNICAL PROPOSAL.

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

6.7 Technical Proposal Content

A. Transmittal Letter

The transmittal letter should be on the vendor’s letterhead, and signed by an agent authorized to bind the vendor. The transmittal letter should include the following:

i. A statement that deviations are included, if applicable. Proposed deviations must be outlined in the transmittal letter. Any deviation from the provisions of the solicitation must be specifically identified by the vendor in its proposal, which if successful, shall become part of the contract. Such deviations shall not be in conflict with the basic nature of this solicitation. The Commonwealth reserves the right to reject any and/or all deviations in whole or in part.

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

iii. A statement pursuant to KRS 11A.040 that the vendor has not knowingly violated any provisions of the Executive Branch Code of Ethics;

iv. A statement of that the vendor is in compliance with Prohibitions of Certain Conflicts of Interest;

v. A statement of certification in accordance with Federal Acquisition Regulation 52.209-5, Certification Regarding Debarment, Suspension, and Proposed Debarment that to the best of its knowledge and belief, the vendor 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.

vi. The name, address, telephone number, and email address of the contact person for this RFP. The address shall be one in which the major overnight delivery services will deliver.

vii. The name, address, telephone number, and email address of the contact person to serve as a point of contact for day-to-day operations.

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

ix. Federal Tax ID

x. A statement that the vendor agrees to comply with items included in the

Mandatory Checklist, if applicable.

B. Disclosure of Violation of Statutes Pursuant to KRS 45A.485, contractors are required to reveal final determinations of violation of certain statutes incurred within the last five (5) years and be in continuous compliance with those statutes during the contract. Where applicable, Document Phase Document Description Page 18 the vendor is required to complete and submit Report of Prior Violations of Tax and Employment Laws.

C. Kentucky Tax Registration Application

Revenue Form 10A100, Kentucky Tax Registration Application effective July 2008, is a form to be completed by any person or entity wishing to contract with the Commonwealth to provide goods or services subject to sales and use tax pursuant to KRS 139.200.

https://revenue.ky.gov/Forms/10A100(P)(4-25)_FINAL_locked%20Fill-in.pdf

In accordance with administrative regulation 200 KAR 5:390, this form has to be completed and submitted, before a contract can be awarded. Section 2 of the regulation also notes: “Failure to submit the required documentation or to remain registered and in compliance with the sales and use tax filing and remittance requirements of KRS 139.540 and KRS 139.550 throughout the duration of the contract shall constitute a material breach of the contract and the contract may be terminated.”

D. 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: https:// apps.legislature.ky.gov/law/statutes/statute.aspx?id=40424 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: https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=44318, the foreign entity should identify the applicable exception in its solicitation response.

Foreign entity is defined within KRS 14A.1-070:

https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=50474

Businesses can register with the Secretary of State at:.

https://www.sos.ky.gov/bus/business-filings/Pages/default.aspx

E. Required Annual Affidavit and Other Affidavit(s)

F. Proposed Solution (see Section 6.8)

6.8 Proposed Solution Content

Response should be based on the RFP requirements and should include the following:

A. Company Experience: Identify at minimum three contracts over the last two years that are similar in size, scope, and capacity as that has been outlined in this solicitation.

At minimum contract information should provide: Entity contract length and dates, renewal options and if the contract was not renewed ,reasoning for non-renewal. Please provide a contact point for each contract identified (phone and email address.)

B. FEMA Experience: Demonstrate experience in programmatic disaster response and recovery at the state and local levels and demonstrated FEMA public assistance experience.

Document Phase Document Description Page 19

2600000024 Final Disaster Aid Services Total Pages: 64 https://revenue.ky.gov/Forms/10A100(P)(4-25)_FINAL_locked%20Fill-in.pdf https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=40424 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=40424 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=44318 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=50474 https://www.sos.ky.gov/bus/business-filings/Pages/default.aspx

C. Grant Programs: Demonstrate knowledge of and understanding of FEMA regulations applicable to the Hazard Mitigation grant programs, as well as Public Assistance, and the Individuals and Households Assistance Program, including other needs assistance (ONA), and the Fire Management Assistance Grant Program (FMAGP).

D. Disaster Recovery Coordination: Demonstrate knowledge of recovery from major disastrous events and coordination efforts needed to effectively maximize the State and FEMA efforts to assist the affected areas and applicants.

E. Project Coordination: Demonstrate experience as Project Coordinator for a State Disaster Recovery Mission or equivalent experience commensurate with the ability to perform the duties as provided in the Statement of Work.

F. Federal Program Experience: Demonstrate knowledge and experience working with Federal Highway Administration (FHWA) Emergency Relief Program, the Small Business Administration (SBA) Disaster Loan Program, the United States Department of Agriculture (USDA) disaster relief programs, and the Natural Resources Conservation Service NRCS) disaster recovery assistance program.

G. Disaster Declaration Experience: Supply list of Presidential Major Disaster Declarations within the past 10 years for which you performed disaster response and/ or recovery contract services. Include FEMA DR Number, type of disaster (i.e. flood, hurricane, and severe winter storm), name of client, duration of contract work, and the number of assigned staff and working titles.

H. Staffing: Provide background information, experience, and emergency/disaster-specific training of senior staff. Resumes and past contracts the staff has previously worked on including Contracts identified in Section A

I. Capacity and Expertise: Provide a description of staffing capacity to include total number of assignable staff broken down by areas of expertise.

J. Training: Provide all training requirements for non-senior staff to include courses and minimum hours of annual training.

K. Disaster Recovery Plan: Submit a sample of a Disaster Recovery Plan created by your company.

DO NOT INCLUDE ANY COST IN THE TECHNICAL RESPONSE. COST SHOULD

BE SUBMITTED SEPARATELY

6.9 Cost Proposal Content

The vendor should provide its costs for the proposed solution as instructed on the Cost Proposal Form.

The Commonwealth of Kentucky is Tax Exempt. Do not include Federal Excise Tax, Kentucky Sales or Use Tax in proposed costs.

Costs for developing the proposals are solely the responsibility of the offerors. The Commonwealth of Kentucky shall not provide any reimbursements for such costs.

A proposal shall not be considered for award if the price in the proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any

Document Phase Document Description Page 20 matter relating to such prices with any other offeror or with any competitor. In addition, the offeror is prohibited from making multiple proposals in a different form.

Should conflict of interest be detected any time during the contract, the contract shall be null and void and the contractor shall assume all costs of this project until such time that a new contractor is selected.

SECTION 7 – PROPOSAL EVALUATION

7.1 Proposal Evaluation

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

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

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

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

7.2 Technical Proposal Evaluation

Proposals with a combined technical score less than 50% of the maximum technical points possible will not be considered for award and neither cost proposals nor oral demonstration/presentation evaluations will be evaluated regarding that proposal. A proposal’s combined technical score is the combined total points of all scored criteria in the technical proposal portion of an evaluation.

Criteria Maximum

Points Possible Company Experience Pass/Fail FEMA Experience 200 Grant Programs 250 Disaster Recovery Coordination 200 Project Coordination 250 Federal Program Experience 250 Disaster Declaration Experience 200 Staffing 150 Capacity and Expertise 150 Training 150 Disaster Recovery Plan 200

Maximum Points Possible 2000

7.3 Cost Proposal Evaluation

Criteria Maximum Points Possible Proposed Cost of Solution 800

Document Phase Document Description Page 21

Maximum Points Possible 800 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).

7.4 Oral Demonstration/Presentation Evaluation, if required

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 video-conferencing or by conference call, if it is in the best interest of the Commonwealth. 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 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

The decision regarding whether to request oral presentations shall be solely within the discretion of the evaluation team.

The evaluation team may determine that oral presentations are unnecessary, even in instances where technical proposal scores are sufficiently close that Oral Presentations/Demonstrations might affect final rankings. (Note “Oral Presentations/ Discussions” as used in this context shall not include KRS 45A.085(7) written or oral discussions regarding final terms of contracts to be awarded as a result of this RFP

Maximum Points Possible 200

7.5 Best and Final Offer (BAFO)

In accordance with FAP 111-57-00 (3) (h), the Commonwealth reserves the right to request Best and Final Offers (BAFO).

7.6 Total Proposal Evaluation

Technical Proposal 2000

Cost Proposal 800

Oral Demonstrations/Presentations, if required 200

MAXIMUM POINTS POSSIBLE

SECTION 8 – NEGOTIATIONS

Document Phase Document Description Page 22

The Commonwealth reserves the right pursuant to KRS 45A.085 to negotiate a contract with the top-ranked vendor. In the event the Commonwealth cannot reach agreement with the top-ranked vendor, it may proceed to negotiate with the next highest ranked vendor, and so on. It is the Commonwealth’s intent to award a contract to the vendor with whom successful negotiations are completed.

Terms and conditions that may be negotiated at the sole discretion of the Commonwealth include but are not limit to issues related to the Technical and/or Cost Proposals.

SECTION 9 – CONTRACT REQUIREMENTS AND PROVISIONS

9.1 Agencies to Be Served

This contract shall be for use by All State Agencies. No shipments shall be made except upon receipt by vendor of an official delivery order from the using agency.

Political Subdivisions Under Kentucky Statutes, political subdivisions of this State including cities of all classes, counties, and school districts may participate in All State Agency Master Agreements to the same extent as agencies of the Commonwealth.

9.2 Term of Contract and Renewal Options

The initial term of the contract shall be from the date of award to May 31, 2027.

This contract may be renewed at the completion of the initial contract period for three additional two year periods upon the mutual agreement of the Parties. Such mutual agreement shall take the form of a contract modification as described in Section 10.7 of this RFP.

At the end of the contract, the vendor shall provide all agency data in a form that can be converted to any subsequent system of the agency’s choice. The vendor shall cooperate to this end with the vendor of the agency’s choice, in a timely and efficient manner.

The Commonwealth reserves the right not to exercise any or all renewal options. The Commonwealth reserves the right to extend the contract for a period less than the length of the above-referenced renewal period if such an extension is determined by the Commonwealth Buyer to be in the best interest of the Commonwealth.

The Commonwealth reserves the right to renegotiate any terms and/or conditions as may be necessary to meet…