Final_RFQ_605_2200000128_3_SO_FORM.PDF

Document ID: RFQ 605 2200000128 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Modification: Yes Version #: 3

TITLE: Non-Congregate Shelter (NCS) Maintenance and Inspection

Date Issued:

01/27/2022 Record Date:

2022-01-27

Solicitation Closes Date:

1/28/22 Time:

09:00

Solicitation No:

RFQ 605 2200000128

Reason for Modification

1/27/2022 - Addendum 2 - To answer vendor questions.

Online Bidding Prohibited: Yes For Information Call:

Jennifer Houchin 502-782-3977

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: RFQ 605 2200000128 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Monthly Preventative Maintenance Inspections and Repairs

0.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

92855 Motor Homes and Recreational Vehicles Maintenance and Repair

Extended Description

VENDORS SHALL ENTER ALL BID PRICES ON THE ATTACHED BID SHEET.

For email submission: READ CAREFULLY!!

VENDOR MUST PRINT the RFQ document, FILL IT OUT, SCAN IT, THEN EMAIL the entire bid document and any other required information in order for their emailed bid submission to be considered.

Send a complete scanned version of your bid submission to KYTC.Bids@ky.gov.

Be sure to include the signed cover page of the solicitation, ALL pricing pages/bid sheets, any applicable signed/notarized Affidavits, and any other required documents.

2 Routine Repairs (Vendor not required to bid) 0.00000 EA

Vendors are not required to bid this line item. This line item will be reimbursed at the actual cost for materials up to $250.00.

3 Major Repairs Including Labor and Travel

0.00000 HOUR

For email submission: READ CAREFULLY!!

VENDOR MUST PRINT the RFQ document, FILL IT OUT, SCAN IT, THEN EMAIL the entire bid document and any other required information in order for their emailed bid submission to be considered.

Document ID: RFQ 605 2200000128 Page: 3

Send a complete scanned version of your bid submission to KYTC.Bids@ky.gov.

Be sure to include the signed cover page of the solicitation, ALL pricing pages/bid sheets, any applicable signed/notarized Affidavits, and any other

4 Major Repairs - Materials (Vendor not required to bid)

0.00000 EA

Vendors are not required to bid this line item. This line item will be reimbursed at the actual cost for materials.

5 Emergency Repairs 0.00000 HOUR

For email submission: READ CAREFULLY!!

VENDOR MUST PRINT the RFQ document, FILL IT OUT, SCAN IT, THEN EMAIL the entire bid document and any other required information in order for their emailed bid submission to be considered.

Send a complete scanned version of your bid submission to KYTC.Bids@ky.gov.

Be sure to include the signed cover page of the solicitation, ALL pricing pages/bid sheets, any applicable signed/notarized Affidavits, and any other

6 Refill/Replace Propane 0.00000 EA

For email submission: READ CAREFULLY!!

VENDOR MUST PRINT the RFQ document, FILL IT OUT, SCAN IT, THEN EMAIL the entire bid document and any other required information in

Document ID: RFQ 605 2200000128 Page: 4 order for their emailed bid submission to be considered.

Send a complete scanned version of your bid submission to KYTC.Bids@ky.gov.

Be sure to include the signed cover page of the solicitation, ALL pricing pages/bid sheets, any applicable signed/notarized Affidavits, and any other

7 Emergency Unit Entry Service 0.00000 EA

For email submission: READ CAREFULLY!!

VENDOR MUST PRINT the RFQ document, FILL IT OUT, SCAN IT, THEN EMAIL the entire bid document and any other required information in order for their emailed bid submission to be considered.

Send a complete scanned version of your bid submission to KYTC.Bids@ky.gov.

Be sure to include the signed cover page of the solicitation, ALL pricing pages/bid sheets, any applicable signed/notarized Affidavits, and any other

8 Septic Pump Out Service -per unit 0.00000 EA

For email submission: READ CAREFULLY!!

VENDOR MUST PRINT the RFQ document, FILL IT OUT, SCAN IT, THEN EMAIL the entire bid document and any other required information in order for their emailed bid submission to be considered.

Send a complete scanned version of your bid submission to KYTC.Bids@ky.gov.

Be sure to include the signed cover page of the solicitation, ALL pricing pages/bid sheets, any applicable signed/notarized Affidavits, and any other

Document ID: RFQ 605 2200000128 Page: 5

9 Fumigation and Pest Control - per treatment 0.00000 EA

For email submission: READ CAREFULLY!!

VENDOR MUST PRINT the RFQ document, FILL IT OUT, SCAN IT, THEN EMAIL the entire bid document and any other required information in order for their emailed bid submission to be considered.

Send a complete scanned version of your bid submission to KYTC.Bids@ky.gov.

Be sure to include the signed cover page of the solicitation, ALL pricing pages/bid sheets, any applicable signed/notarized Affidavits, and any other

10 3rd Party Microbial Growth Inspection 0.00000 EA

For email submission: READ CAREFULLY!!

VENDOR MUST PRINT the RFQ document, FILL IT OUT, SCAN IT, THEN EMAIL the entire bid document and any other required information in order for their emailed bid submission to be considered.

Send a complete scanned version of your bid submission to KYTC.Bids@ky.gov.

Be sure to include the signed cover page of the solicitation, ALL pricing pages/bid sheets, any applicable signed/notarized Affidavits, and any other

Document ID: RFQ 605 2200000128 Page: 6

11 3rd Party Mold Remediation Service 0.00000 EA

For email submission: READ CAREFULLY!!

VENDOR MUST PRINT the RFQ document, FILL IT OUT, SCAN IT, THEN EMAIL the entire bid document and any other required information in order for their emailed bid submission to be considered.

Send a complete scanned version of your bid submission to KYTC.Bids@ky.gov.

Be sure to include the signed cover page of the solicitation, ALL pricing pages/bid sheets, any applicable signed/notarized Affidavits, and any other

12 COVID Sanitation 0.00000 EA

For email submission: READ CAREFULLY!!

VENDOR MUST PRINT the RFQ document, FILL IT OUT, SCAN IT, THEN EMAIL the entire bid document and any other required information in order for their emailed bid submission to be considered.

Send a complete scanned version of your bid submission to KYTC.Bids@ky.gov.

Be sure to include the signed cover page of the solicitation, ALL pricing pages/bid sheets, any applicable signed/notarized Affidavits, and any other

Shipping Information KYTC Division of Construction

200 Mero Street 3rd Floor Frankfort KY 40622

Billing Information KYTC Division of Construction

200 Mero Street 3rd Floor Frankfort KY 40622

Document ID: RFQ 605 2200000128 Page: 7

Submission Checklist

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

Item Price - 70 points Technical - 30 points

1/27/2022 – Addendum #2 – To answer vendor questions.

Q1: Page 9, SOW – Will the contractor need to establish a “hotline” for occupants to call in issues with their NCS? If so, does that need to be included in the price? If not, how will the occupants provide that information?

A1: Yes and yes. See Section 1.04

Q2: Page 9, SOW – How long does the State anticipate these units being occupied?

A2: Units may be occupied for the duration of the Commonwealth Sheltering Program. The total duration of the program can vary depending on need for occupants and communities.

Q3: Page 9, Section 1 – How many units will the State estimate be in each Group?

A3: No present estimate is available.

Q4: Page 9, Section 1 – Will the State consider awarding all Groups to one contractor?

A4: Yes.

Q5: Page 9, Section 1 – Does the State have reporting requirements? If so, can that format be shared?

A5: The state will provide inspection forms. Reporting for other elements will be proposed by the vendor and approved by the Commonwealth.

No other changes have been made.

1/27/2022 – Addendum 1 – To answer vendor questions.

Q1: Is contractor paid the $250 for Routine Repairs on every occurrence, no matter the part cost?

A1: No. Material cost must be invoiced for repairs completed and will be reimbursed up to $250 per routine repair using Line 2 – Routine Repairs. Labor is included in Line 1 – Monthly Preventative Maintenance Inspections and Repairs. RFQ Section 1.03 (F). Line Item 2 on the bid sheet has been updated.

Q2: If a repair is determined to be a Major Repair, but the cost to repair is between $250 and $1000, does it require pre approval?

A2: All repairs exceeding $250 are considered Major Repairs and shall require pre-approval. Section 1.03(G) has been updated.

Q3: During an Emergency Repair situation, if the contractor makes a temporary repair to be completed later as Routine Maintenance, is the contractor still paid the $250 listed under the Routine Repairs?

A3: The vendor would be paid at the hourly rate for Emergency Repairs (Line 5) and reimbursed for materials utilizing Line 2 – Routine Repairs or Line 4 – Major Repairs depending on the total cost of the repair. Section 1.03 (I) Q4: When will septic pump out be required if the units are hooked to sewer utilities?

Document Description Page 8

2200000128 Non-Congregate Shelter (NCS) Maintenance and Inspection

A4: A pump out will not be required if connected to sewer.

Q5: Typically a unit sold that is not registered to an individual does not have manufacturers warranty other than specific appliance warranties, do you know this to be true or false?

A5: We will provide any applicable manufacturer warranties with work order. Section

1.03 (A).

Q6: When attempts are made to contact residents for monthly PMIR, are texts sufficient/ acceptable as to allow for proof of attempt to contact?

A6: Yes Q7: Will these units be covered under any manufacturer’s warranty? Will we be required to file warranty claims for the state? Each rv manufacturer has their own different warranty policies and procedures that will determine the costs associated with repairs. Also, these are typically filed under the owner of the travel trailer.

A7: See Answer #5.

Q8: Will the occupants be granted ownership of the property?

A8: No, the occupants will not be granted ownership of the property.

Q9: Due to supply chain issues, there could be lead times on getting parts which could delay the time that it takes to do necessary repairs.

A9: We understand but due diligence is expected and documentation may be required to verify delay in obtaining materials.

Q10: What is expected for routine repairs on Line 2? There are annual repairs that are necessary such as the cleaning and treatment of the rubber roofs to keep the material pliable to avoid water leaks. This is recommended at least once per year especially if the unit is outdoors year-round.

A10: Due to length of anticipated service life of these units, we do not anticipate that this service would be needed.

Q11: Is Line 7 intended for lost or stolen keys if occupant can’t get into their rv? Will occupant be responsible for replacement keys or locks if keys are lost? We do have master keys available for most RV entry locks. We do sell blank keys that can be cut to match an existing key, but that doesn’t help if the key has been lost or broken inside of the lock.

A11: Yes, line 7 is to account for these instances; the amount shall include labor and material.

The occupant will not be responsible.

Q12: If we respond to a service call, and it is determined that everything is working as intended once we arrive, will we be reimbursed for travel expense even though no work was performed?

Document Description Page 9

A12: Section I, Part 1 – The contractor shall be compensated for all emergency maintenance visits to a NCS at the hourly rate on Line 5 - Emergency Repairs.

Q13: Line 8 – Septic Pump Out service…Typical travel trailers have around 50 gallon capacity tanks. There are two tanks normally: one for solid toilet waste, and one for water waste (shower drains and sink drains). The average time it takes to fill these tanks can drastically differ depending on the number of occupants. It is also recommended that the occupants use a chemical treatment in the tanks that needs to be replaced every time the tank is emptied.

The chemical helps break down waste and paper and also lubricates the drain valves. Will the occupant be responsible for purchasing and adding these chemicals or will that be the responsibility of the service technician. The frequency of the pump out service and the chemical costs will determine the pricing.

A13: See Answer #4. We don’t expect to need any chemicals.

Q14: Line 12 – Covid Sanitation. Can I get a brief description of that this includes and when this is necessary?

A14: This item would be requested when needed by KYTSP Program and follow current CDC guidelines.

No other changes have been made.

QUOTE SUBMISSION CHECKLIST

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

_____ FACE OF QUOTE – SIGNED (See Section 4.03)

_____ BID SHEET (Attachment F) – COMPLETED (See Section 6.00)

All other items MUST be submitted prior to award.

_____ CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF STATE BY FOREIGN

ENTITY (See Section 2.26)

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

_____ CERTIFICATE OF INSURANCE (See Section 1.06)

For email submission: READ CAREFULLY!!

VENDOR MUST PRINT the RFQ document, FILL IT OUT, SCAN IT, THEN EMAIL the entire bid document and any other required information in order for their emailed bid submission to be considered.

Send a complete scanned version of your bid submission to KYTC.Bids@ky.gov.

Document Description Page 10

Be sure to include the signed cover page of the solicitation, ALL pricing pages/bid sheets, any applicable signed/notarized Affidavits, and any other required documents.

PLEASE READ THIS SOLICITATION AND ITS INSTRUCTIONS IN ITS ENTIRETY.

This is a Request for Quote (RFQ).

Vendors shall comply with the terms and conditions stated in the solicitation.

Any efforts to negotiate these terms and conditions SHALL NOT be accepted and SHALL cause the bid to be deemed non-responsive.

The General Conditions and Instructions for Solicitations and Contracts shall be incorporated by reference in each solicitation and resulting contract. Therefore, it is the bidder's responsibility to access and read these General Conditions at: http://finance.ky.gov/services/policies scroll down to Procurement Services- Procurement, double click on the file named FAP 110-10-00 General Conditions and Instructions for Solicitations and Contracts or request a copy by contacting the KYTC Division of Purchases buyer named in Section 3.01. Every person submitting a bid to the Commonwealth shall be deemed to have assented to these conditions by the act of bidding.

Definitions: As used herein:

a. The term "solicitation" or “bid” means Request for Quote (RFQ).

b. The term "offer" or “bid” means a response to the Request for Quote.

c. The term “offeror” or “bidder” means the vendor/contractors responding to the RFQ.

d. If stated as a number of days, “time” means Saturdays, Sundays, and Holidays are included.

List of Acronyms

IICRC Institute of Inspection Cleaning and Restoration Certificate EPA Environmental Protection Agency KYEM Kentucky Emergency Management KYTC Kentucky Transportation Cabinet KYTSP Kentucky Tornado Sheltering Program NCS Non-Congregate Sheltering PMIR Preventative Maintenance Inspections and Repairs RFO Ready for Occupancy SOW Scope of Work TPP Temporary Power Pole

Section 1 - Scope of Work - Service

The Kentucky Transportation Cabinet (KYTC) shall award 1 master agreement per group as noted below.

Vendors are not required to bid all groups in order to receive an award. Awards will be made to those bidders who have met the requirements of the bid and achieved the best scores.

Group 1 – Fulton, Graves, Hickman, Lyon and Marshall

Group 2 – Caldwell, Christian, Hopkins, Muhlenberg and Ohio

Group 3 – Barren, Hart, Logan, Marion, Taylor and Warren (expected to be less than 10 units in total)

Upon award (expected Friday January 28th), awarded vendor shall be available to provide maintenance services immediately as needed.

1.00 - Background of the Scope of Work

In response to the damage caused by the 10-11 Dec. Severe Weather, KYEM 20215469; EO-2021- 923;

EM-3575; DR4630. Kentucky Emergency Management (KYEM) must provide options to support the maintenance requirements of the non-congregate sheltering units (NCS), utilizing travel trailers, under

Document Description Page 11 the Kentucky Tornado Sheltering Program (KYTSP). The mission of the KYTSP is intended to provide equitable options for all individuals and households that have a need for emergency sheltering while awaiting transitional or permanent housing solutions.

1.01 - Areas of Operation

The contractor may be tasked with performing Non-Congregate Shelter (NCS) related activities in the most heavily impacted of the sixteen (16) counties within the Commonwealth of Kentucky to include Barren, Caldwell, Christian, Fulton, Graves, Hart, Hickman, Hopkins, Logan, Lyon, Marion, Marshall, Muhlenberg, Ohio, Taylor and Warren.

1.02 - Approach

The contractor’s mission under the Scope of Work (SOW) is to provide maintenance assistance to the Commonwealth for the Non-Congregational Sheltering solutions provided to eligible residents.

Contractor will mobilize the necessary resources to execute the Maintenance SOW based on the following requirements:

Receive Delivery/Work Order from Program Manager.

Provide Preventive Maintenance Inspections per information below.

Provide maintenance on the NCS as required.

Provide emergency maintenance to the NCS as directed and, in the time frame required.

1.03- Scope of Work Requirements

A. Temporary Sheltering Solution Warranties

It will be the responsibility of the awarded vendor to investigate and work within the existing NCS warranty and the applicable appliance and furnishing warranties. Warranty information will be provided with Work Order.

B. Maintenance Areas of Responsibility

The contractor shall be responsible for all interior and exterior components of the NCS including but not limited to:

Plumbing Systems Electrical Systems

HVAC

Replacement of Components with Wear Life Access/Egress Systems Components and Windows Appliances Interior Components Exterior Components Re-leveling and/or re-blocking Steps, Porches and Ramps Refilling of propane cylinders if required by the Commonwealth of Kentucky Plan Fire extinguisher and smoke, propane, and carbon monoxide detectors

C. Maintenance Categories

All repairs shall be classified in the following categories:

Preventive Maintenance Inspections and Repairs Routine Repairs Major Repairs Emergency Repairs

Document Description Page 12

D. Maintenance Category Details

Type of Maintenance

Timeframe Penalty Labor Material

Preventive Maintenance Inspections and Repairs

(PMIR)

Shall be conducted every month and includes repairing all deferrable maintenance items.

Every month is defined as no fewer than 25 and no more than 35 days.

$250 per unit per day over 35 day requirement

Included in PMIR pricing

Included in PMIR pricing

The Contractor shall give at least three (3) calendar days advance notice of a scheduled PMIR to the NCS occupant.

If the contractor is unable to contact the occupant after four attempts over a minimum period of two

(2) calendar days, the Contractor shall notify KYTSP and submit documented evidence of attempts to contact.

Deferrable / Postponed Maintenance Repairs

During monthly PMIR inspection as specified in PMIR above.

$250 per unit per day over 35 day requirement

Included in the PMIR pricing

Included in the PMIR pricing if the material required is within the definition of wear items.

For non-wear items it will require

KYTSP

preapproval.

Routine Repairs

Option A) Repairs shall be completed within two (2) business days of issuance of the work order.

or

Option B) If completed during the monthly

PMIR.

$250 per unit per day after two business days

Included in the PMIR prices, unless labor is for a specific specialist trade, which requires

KYTSP

Preapproval to determine specialist rate.

Establish rate or

For non-wear items it will require

KYTSP

preapproval

Major Repairs Requires KYTSP preapproval.

None Requires

KYTSP

preapproval.

Requires

KYTSP

preapproval.

Document Description Page 13

Emergency Repairs

Shall be initiated within two (2) hours of issuance of the work order (24 hours a day, 7 days per week) and the work must be completed as soon as possible.

Contractor shall exercise prudent judgment in determining if repair is an emergency.

$500 per instance

TBD TBD

E. Preventive Maintenance Inspection and Repair (PMIR) – Line Item 1

PMIRs will begin between 25-35 days after each unit is Readied for Occupancy (RFO’d). PMIRs are required at the time interval as specified in Section 1.03 D Maintenance Categories Details. The contractor will provide a document inspection/repair report to the Program Manager for any Section 1.03 D Maintenance work.

1. Preventive Maintenance Inspections

The contractor shall inspect the interior and exterior for damage and ensure that all components are in working order. The inspection shall include, but is not limited to electrical systems, sewer lines, water lines and blocking.

2. Preventive Maintenance and Repair Scheduling

The contractor shall give sufficient advance notice of a scheduled PMIR to the unit occupant as specified in Section 1.03 D Maintenance Categories Details. If the contractor is unable to contact the occupant after a time frame specified in 1.03 D Maintenance Categories Details, the contractor shall notify KYTSP and submit documented evidence of attempts to make contact.

3. Maintenance Inspection Repair

The contractor shall ask the occupant, at the time of the monthly inspection, if there are any maintenance items that they would like to report or have addressed. The contractor shall perform all minor repairs noted or reported by the occupant during the inspection visit without requiring a separate work order. Any inspections or maintenance other than those described above shall only be conducted at the direction of KYTSP. During the preventive maintenance inspection, the contractor shall make all minor repairs and repairs/replacement to wear item(s) identified during the inspection including wear item(s) that have been previously reported by the applicant and classified as deferrable. Labor for appliance Repairs/Replacement is included under the PMIR monthly fee.

Minor Repairs: Repairs that can be completed using usual “handy person” hand tools.

The contractor shall carry an inventory of typical repair items to include but not limited to screws, nails, adhesives, etc. that enable immediate minor repairs.

Wear Items: An item that does not function as intended and is not fully operational due to reaching its life expectancy through time or use. This includes items that are defective in ways that render them difficult to use, items that require service or repair, or items missing essential components. Examples of wear items include but are not limited to washers for faucets, batteries for smoke detectors, filters for HVAC, cabinet/door hinges/ knobs, and door latch systems.

4. Deferrable / Postponed Maintenance Repairs

Document Description Page 14

Deferrable maintenance repairs may be deferred until the next scheduled monthly PMIR. These items do not present an imminent danger to the health, safety or security of the unit occupant or property. If necessary, they can be elevated to routine maintenance if the deficiency becomes serious. These items are typically required in response to, but not limited to broken cupboards, loose baseboards, damage to walls, broken blinds, and closet rod repairs. Deferrable/Postponed maintenance requires KYTSP preapproval for material.

5. – Pest Control Inspection

These inspections shall be included as part of the PMIR. The inspection for pest control shall include the interior and exterior of the NCS and the steps and ramps. The contractor shall comply with all Federal, Commonwealth, and local laws and regulations when applying treatment or fumigation. The contractor shall ensure that treatment is rendered as appropriate to control, prevent, and/or otherwise mitigate the presence of pests such as, but not limited to insects, fleas, termites, wasps, bees, cockroaches, ants, fleas, ticks, spiders, hornets, Japanese beetles, rats, mice, pigeons, reptiles and other invertebrate pests.

F. Routine Repairs – Line Item 2

These repairs are serious but do not present an imminent danger to the health, safety or security of the unit occupant or property. These items shall be addressed within a time frame as specified in 1.03 D Maintenance Categories Details. When this completion time would expire on a Saturday, Sunday, or holiday, the time shall extend to the following operational day, as appropriate. Routine repairs typically include, but are not limited to, minor water leaks, missing siding, broken light fixtures, and running toilets.

Materials up to $250 shall be included in a single routine repair (no tools, no special equipment) for the PMIR including appliances can be billed under with prior KYTSP approval. Labor cannot be billed under this line item. Labor is included in the PMIR monthly fee.

G. Major Repairs- Labor and Travel – Line Item 3

Major repairs are repairs where a combination of material and labor exceeds $250. KYTSP approval required if above $1,000. The contractor shall provide a written description of the work and a price proposal to the KYTSP. All major repairs shall be approved in advance and in writing by the KYTSP. The contractor shall submit a detailed price estimate for the major repair which shall include a project plan with a breakdown of price for equipment, material, labor, and labor hours. The KYTSP will determine if an item is a major repair or part of regular maintenance.

H. Major Repairs- Materials – Line Item 4

The Commonwealth will only pay for the price invoiced to the vendor. Vendor is to provide a copy of their invoice received from their suppliers for any materials used with the invoice for repair.

I. Emergency Repairs – Line Item 5

Emergency repairs shall resolve or mitigate the immediate threat or imminent danger to the health, safety or security of the unit occupant or property. Emergency repairs include but not limited to water leaks, electrical short, appliance not working, broken window, doors or lock, etc. This list is not all inclusive of every event that will require emergency maintenance. The contractor shall use their judgment to ensure that the appropriate action is taken when the contractor determines that there is a maintenance emergency. The contractor may make permanent or temporary repairs when carrying out emergency repairs. If a temporary repair is performed to mitigate the hazard, the permanent repair is to be completed as routine repair or major repair depending on total cost. See 1.03 D Maintenance Categories Details. If a temporary heating appliance is used, it shall be equipped with an automatic shut-off that activates if the heater is accidentally tipped over. Such temporary appliances shall be provided, at no additional expense to the Government or the occupant, until such time as the permanent appliances are fully operational.

The HVAC system within the NCS shall provide a comfortable internal environment. A comfortable internal environment, as related to the HVAC system, is defined by temperature, humidity, and “fresh”

Document Description Page 15 air. When temperature and humidity exceed accepted comfort parameters, they can affect a disaster survivor’s health and will require emergency maintenance in a sheltering unit. The temperature range for heating is between 68°F and 74°F when outside the temperature is below 68°F and the temperature range for cooling is between 73°F and 78°F when outside the temperature is above 75°F. In addition, if the temperature is within the acceptable range and the relative humidity (Rh) are above 70 percent that condition would require emergency service for the HVAC system.

1. Emergency Repair Visit and Determination

The contractor shall be compensated for all emergency maintenance visits to a NCS. It is the contractor’s responsibility to perform only the maintenance actions that are required to remediate the emergency. If, upon arrival to the unit, the contractor determines an emergency does not exist, or there is no longer a threat to health, safety or security of the occupant or property, the contractor shall treat the remaining repairs as a routine repair and complete it within the timeframe of routine repairs as specified in 1.03 D Maintenance Categories Details. The contractor shall develop policy and procedures that ensure that actions taken in response to emergency calls are prudent. KYTSP will review the contractor’s actions and require justification.

A9. Liquid Propane (LP) – Line Item 6

This section is applicable to units that are equipped for Liquid Propane use. The refilling of liquid propane or natural gas shall be in accordance with Commonwealth and local codes. The contractor shall ensure that the entire system is checked for leaks and repaired if any are found. The responsibility for the refill of the propane cylinders has not been determined; the Commonwealth will use this item as needed and will pay at the unit price listed.

AA. Emergency Unit Entry – Line Item 7

The contractor shall perform emergency unit entry service for NCS occupants who are unable to gain entry into the unit. The service shall be performed twenty-four (24) hours per day, seven (7) days per week. The contractor shall maintain a record of each request (include the unit address and unit ID) and submit a post action report to the KYTSP. See 1.03 D Maintenance Categories Details.

AB. Septic Pump Out Service – Line Item 8

The contractor shall provide septic pump out service for NCSs that have bladders installed to collect wastewater. The bladder shall be pumped at a frequency required to prevent the bladder from overflowing.

AC. Fumigation and Pest Control Services – Line Item 9

Treatment shall include rodent traps and bait stations, animal captures and carcass removal. The contractor shall also provide bird nest removal and cleaning services to keep bird droppings off units and shall clean areas littered by bird nests and droppings. The contractor shall identify any problem areas, structural features, potential areas for pest infestation, or personnel operational practices contributing to pest infestations, and any other factor and report them to KYTSP. The contractor shall maintain, secure, and operate storage facilities for applicable equipment and material substances. This shall be done in a manner that precludes or minimizes health hazards or environmental contamination and will be in compliance with all Federal, Commonwealth, and local laws and regulations. All pesticides used by the contractor shall be registered with the Environmental Protection Agency (EPA) and the Commonwealth Department of Health for the use intended. All pesticide handling, mixing, storage and application shall be in strict accordance with manufacturer's label instructions. The contractor shall ensure that all personnel applying pest control chemicals are properly licensed in accordance with applicable Federal, Commonwealth, and local laws and regulations.

AD. Third Party Microbial Growth Inspection Services – Line Item 10

Document Description Page 16

When hiring a third party to perform mold sampling, testing, and reporting services, the contractor shall ensure that they:

a. Perform an initial Indoor Environmental Assessment in accordance with standard industry guidelines focusing on identified employee concerns. Utilize best standard procedures and methodologies including but not limited to: Environmental Protection Agency (EPA) guidelines, Institute of Inspection, Cleaning and Restoration Certification (IICRC) S500/ S520 guidelines, or similar guidelines.

b. Advise KYTSP of any immediate concerns or health/safety hazards.

c. If necessary, utilize documented qualitative or quantitative techniques, including indoor air quality direct reading instruments, to determine all appropriate indoor air quality parameters for the area (e.g., temperature, relative humidity, carbon dioxide, etc.).

d. If determined to be appropriate develop a written sampling strategy identifying sampling techniques, methodology, purpose, locations, and justifications.

e. If determined to be warranted, utilize documented qualitative or quantitative assessment techniques, including but not limited to tape, bulk and/or air sampling and analysis, to identify and verify the levels of indoor air quality contaminants of concern, and if present, the potential contributing factors. If sampling is performed, acquire an appropriately representative number of samples, and acquire samples from other areas and outdoors for comparison, in accordance with industry standards.

f. If determined to be appropriate, utilize documented qualitative and quantitative techniques, identify and assess any other indoor air quality concerns, perceived or otherwise, identified at the time of the site visit.

g. Perform outdoor baseline ambient sampling representative to the indoor sampling, if appropriate. Acquire baseline ambient temperature, relative humidity, and carbon dioxide levels for comparison with indoor levels, if appropriate.

h. Analyze samples by certified laboratories including but not limited to AIHA, EMLAP, etc. with current proficiency tests in place. Include blank samples as determined to be appropriate. Expedite turnaround time for all laboratory analysis.

i. Provide KYTSP with a preliminary assessment report at the conclusion of the onsite assessment, to include but not be limited to, observations, initial findings, intermediate recommendations, or corrective actions, etc. This may be verbal or in email format.

a9. Provide KYTSP a copy of laboratory reports when received, if applicable.

aa. Provide KYTSP with a written Draft Report for KYTSP review and comment within five (5) business days from receipt of laboratory results and/or 5 days after onsite assessment if no laboratory analysis is warranted.

The written Draft Report shall include:

a. A description of the employed assessment methods and protocols to include general survey methodology, sampling strategy, protocol for selecting sample locations, sample collection protocol, and industry standards applicable to sample collection and analysis,

b. Any identified health/safety concerns.

c. Findings and Observations.

Document Description Page 17

d. Results and Conclusions.

e. Identify the assessment criteria used, with reference made to applicable standards, and discuss relevance of results and observations to said criteria and standards.

f. Identify potential sources of indoor air quality contaminants if present.

g. Corrective action recommendations, if applicable.

h. Recommendations (preventive) for future prevention of recurrence, such as recommendations related to general ventilation, facility maintenance, renovation activities, employee occupancy, management/employee communications, etc., as appropriate.

i. Representative photographs.

a9. Other information as deemed necessary during the assessment.

aa. Provide KYTSP with a written Final Report within 5 business days after KYTSP’s review comments are received.

AE. Third Party Microbial Growth Remediation Services – Line Item 11

At the instruction of KYTSP, the contractor shall hire an appropriately licensed and/or certified company to remediate microbial growth in an NCS.

AF. COVID-19 Protocols and Requirements – Line Item 12

The contractor will provide a COVID-19 sanitization/cleaning in accordance with Center for Disease Control (CDC) guidelines for each NCS.

AG. Miscellaneous Maintenance – General

During the maintenance of an NCS there may be issues that cannot be foreseen in advance but are required to complete the maintenance. The contractor shall develop a price proposal which includes all expenses related to the unforeseen work and present the estimate to the KYTSP for review. Once the KYTSP has agreed to a price for the work, the final price will become a fixed unit price.

AH. Miscellaneous Maintenance – Occupant Substitute Relocation (Sheltering)

Should it be determined that a NCS requires relocation, or an emergency repair will not resolve or mitigate a threat or imminent danger to the NCS and occupant which causes the occupant to not have housing, the contractor shall immediately notify KYTSP. The contractor can request temporary alternate sheltering, sanctioned by KYTSP, until the repair(s) is complete and safety to the NCS has been restored.

Requires prior approval from KYTSP.

1.04 – Vendor Contact

Vendor shall provide at least two contacts and phone numbers where they can be reached 24 hours a day by NCS Occupants. Occupants will be provided this contact information to notify the vendor directly for repairs (both routine and emergency) and unit entry needs. These responses will be reported to KYTSP after remedied.

Contact Name and Phone: ______________________________________

Contact Name and Phone: ______________________________________

Document Description Page 18

1.05 – Vendor Identification for NCS Entry

Vendor employees shall be required to verify to occupants they are KYTC Contractor. Each employee shall display card below as proof. If employee fails to provide, the occupant may deny entry.

KYTC Approved Contractor

NCS Maintenance and Inspection

Contract #: ___________________________ Vendor:

Vendor Main Contact:

Employee:

Note to Vendor: Print a copy for each employee to display upon arrival.

1.06 Insurance Requirements

The successful Contractor shall be responsible for maintaining this coverage through the entire contract term:

1. Contractor’s General Liability Insurance with limits of liability of $1,000,000.00 per occurrence.

2. Kentucky worker's compensation insurance in accordance with the requirements of KRS 45A.480 and KRS Chapter 342.

The successful bidder shall furnish an ACORD Certificate within two (2) business days of contract execution:

A. The certificate holder listed as:

Kentucky Transportation Cabinet Division of Purchases 4th Floor East 200 Mero Street Frankfort, KY 40622

B. The Endorsement indicating the Commonwealth and its agents as an Additional Insured for the contract resulting from this solicitation.

C. The contract number in the Description of Operations box.

Failure to furnish said certificates or to indicate the contract number shall be grounds for cancellation of the contract.

The Contractor shall provide an up-to-date copy of the certificate upon renewal of the policy. Failure to do so shall result in cancellation of the contract.

Document Description Page 19

The insurance shall be endorsed to state that coverage shall not be suspended, voided, cancelled by either party, reduced in coverage limits, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to KYTC.

The insurance coverage shall be in compliance with the laws of the Commonwealth of Kentucky and shall be placed with a licensed resident or non-resident agent who represents insurance companies authorized to do business in Kentucky. A list of authorized companies can be found at http://insurance.ky.gov/ company. Failure to do so shall result in cancellation of the contract.

The insurer shall have an AM Best rating of B+ or higher. Visit www.ambest.com for verification. Failure to do so shall result in cancellation of the contract.

Section 2 - Terms and Conditions of the Contract

2.00 – Scope of the Contract

The Kentucky Transportation Cabinet Division of Purchases issues this solicitation on behalf of the State Highway Engineer’s Office to award a master agreement contract for: Maintenance and Inspection of Non-Congregate Shelters

2.01 - Contract Components and Order of Precedence

The Commonwealth’s acceptance of the offer indicated by the issuance of an Award by the KYTC Division of Purchases shall create a valid Master Agreement consisting of the following:

1. The written Master Agreement between the Parties;

2. Any Addenda to the Solicitation;

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

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

5. The Kentucky Revised Statutes KRS 45A.

In the event of an inconsistency between provisions of the solicitation, the inconsistency shall be resolved by giving precedence in the following order: (a) the Specifications; (b) other provisions of the Solicitation, whether incorporated by reference or otherwise; (c) Contract or Master Agreement Terms and Conditions;

(d) FAP 110-10-00 – General Conditions and Instructions for Solicitations and Contracts.

2.02 - Initial Contract Period

The Master Agreement will be for the initial period beginning upon award and expiring January 31, 2023.

2.03 - Optional Renewal Period

This Master Agreement may be extended at the completion of the initial contract period for four (4) additional one-year periods. This extension must have the written approval of the vendor and the KYTC Division of Purchases. The Commonwealth of Kentucky reserves the right to renegotiate any terms and/ or conditions as may be necessary to meet requirements for the extended period. The vendor will be advised of any proposed revisions prior to the renewal periods. In the event proposed revisions cannot be agreed upon, either party shall have the right to withdraw without prejudice from either exercising the option or continuing the contract in an extended period.

2.04 - Divisions/Agencies to Be Served

This contract shall be for use by the following Divisions/Agencies of the Kentucky Transportation Cabinet:

Department of Highways

No shipments or services are authorized until an official Delivery Order has been fully processed by an authorized agency.

2.05 - Quantity Basis of Contract

Any and all quantities mentioned in this solicitation are purely estimates, and are not to be implied nor inferred as being guarantees. The State is obligated to buy only that quantity needed by its agencies

Document Description Page 20 during the term of the contract. Requirements may exceed the quantities shown and the contractor will be required to furnish all requirements shown on Delivery Orders dated during the life of the contract.

2.06 - Exception to Required Use of Contract

The establishment of this Master Agreement is not intended to preclude the use of similar products when requested by the agency. The Commonwealth of Kentucky reserves the right to acquire large requirements through other competitive processes.

2.07 - Basis of Price Revisions

PRICE ADJUSTMENTS: Unless otherwise specified, the prices established by the Master Agreement shall be firm for the contract period subject to the following:

A. Price Increases: A price increase will not be allowed during the first twelve (12) months of the contract.

Only one price increase will be allowed during the contract period. The price increase must be based on industry wide price changes. The contract holder must request in writing a price increase at least thirty

(30) days prior to the effective date, and shall provide firm proof that the price increase(s) is justified. The KYTC Division of Purchases may request additional information or justification. If the price increase is denied, the contract holder may withdraw from the contract without prejudice upon written notice and approval by the KYTC Division of Purchases. Notice of withdrawal must be provided a minimum of forty-five (45) days prior to the effective date however the vendor must continue service at the contract prices until a new contract can be established (usually within sixty (60) days).

B. Price Decreases: The contract price shall be reduced to reflect any industry wide price decreases. The contract holder is required to furnish the KYTC Division of Purchases with notice of any price decreases as soon as such decreases are available.

C. Extended Contract Periods: If the contract provides for an optional renewal period, a price adjustment may be granted at the time the contract is renewed, subject to price increase justification as required “A.

Price Increases”. One (1) additional price increase may be granted during the extended contract period.

This price increase will not be allowed during the first six (6) months of the extended contract period and will be subject to the conditions in “A” above.

2.08 - Addition or Deletion of Items or Services

The KYTC Division of Purchases reserves the right to add new and similar items, with the consent of the vendor, to the contract. If an addition is agreeable to both parties, the KYTC Division of Purchases will issue a Modification. Until such time as the vendor receives a Modification, the vendor shall not accept Delivery Orders from any agency referencing such items or services.

2.09 - Changes and Modifications to the Contract

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

2.10 - Reduction in Contract Worker Hours/Employee Furlough

The Kentucky General Assembly may allow for a reduction in contract worker hours in conjunction with a budget balancing measure for some professional and non-professional service contracts. If under such authority the agency is required by Executive Order or otherwise to reduce contract hours, the contract will be reduced by the amount specified in that document. The reduction of hours may be applicable to those contract workers that provide a service in state government buildings on a regularly scheduled basis, such as janitorial, security guard, mailing services, and food services. These services will be reduced in hours only in those circumstances where the buildings will be closed. A notification will be sent to the contract holder in advance of any scheduled reduction in contract hours.

2.11 - Basis of Shipment

Document Description Page 21

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

2.12 Delivery Orders for Services

No services are authorized until an official Delivery Order has been fully processed by an authorized agency.

Penalties assessed for delays in response or completion time will be calculated based on the date of the Delivery Order and the response/completion time stated in Section 2.14.

Payment shall be made against the actual quantities of work performed. The Delivery Order shall be modified to adjust quantities if needed.

Any work assigned prior to contract expiration will be considered cancelled if the work has not been initiated at the time of expiration. There will be no claim for damages allowed by reason of cancellation thereof.

If additional time is needed to complete assigned work, please send a request to the Division of Purchases two weeks prior to expiration date. Per Section 2.29, this extension shall not exceed ninety

(90) days.

2.13 - Notices

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

Jennifer Houchin

Division of Purchases

Kentucky Transportation Cabinet

Phone: 502-564-4630

E-mail: Jennifer.Houchin@ky.gov

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

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

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

2.14 – Response Time

See chart in Section 1.03 D for timeframes.

2.15 - Inspection

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

2.16 - Invoices

Invoices, if required, shall be prepared and transmitted to the agency receiving the goods or services.

One copy shall be marked "original" unless otherwise specified. Each invoice shall contain at least the following information:

Document Description Page 22

2200000128 Non-Congregate Shelter (NCS) Maintenance and mailto:Jennifer.Houchin@ky.gov

a. Contract and Delivery Order number;

b. Item numbers;

c. Description of supplies or…