Final_RFQ_605_2200000132_1_SO_FORM.PDF

Document ID: RFQ 605 2200000132 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Furnish and Install Flagpole

Date Issued:

02/04/2022 Record Date:

2022-02-04

Solicitation Closes Date:

2/10/22 Time:

13:30

Solicitation No:

RFQ 605 2200000132

Online Bidding Prohibited: Yes For Information Call:

Allyson May 502-782-3981

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 2200000132 Page: 2

Line Items

Commodity Group: Default

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

1 Furnish and Install Flagpole 1.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

35030 Flag Poles, All Types

Extended Description 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, any applicable signed/notarized Affidavits, and any other required documents.

Vendor shall remove existing flagpole, provide and install new 66x10x4x.250 cone tapered aluminum internal halyard flagpole with satin finish.

Location for flag pole replacement and installation:

Whitehaven Rest Area 1845 Lone Oak Rd.

Paducah, KY

Shipping Information Various Shipping

See Extended Description

Various KY

Billing Information KYTC Division of Facilities Support

1219 Wilkinson Blvd

Frankfort KY 40622

Document ID: RFQ 605 2200000132 Page: 3

Submission Checklist

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

Item Price

The vendor include the following with the bid submission.

If the items below are not submitted with the bid, the Commonwealth deem the bid non-responsive and SHALL NOT be considered for award.

_____ FACE OF QUOTE – SIGNED

_____ BID INFORMATION – COMPLETED

All other items be submitted prior to award.

_____ CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF STATE

BY FOREIGN ENTITY (See Section 2.13)

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

_____ INSURANCE INFORMATION

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, any applicable signed/notarized Affidavits, and any other required documents.

Document Description Page 4

2200000132 Furnish and Install Flagpole

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.

KYTC Office of Support Services is requesting a one-time purchase for vendor to remove existing flagpole, furnish and install new Flagpole. Vendor shall remove existing flagpole and install the new flagpole in the existing foundation sleeve.

Vendor shall furnish and install new flagpole at Whitehaven Rest Area on 1845 Lone Oak Rd, Paducah KY.

See extended descriptions for specifications.

The successful bidder 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 ten (10) days of notice of intent to award with:

A. The certificate holder listed as:

Document Description Page 5 http://finance.ky.gov/services/policies

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 successful bidder 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.

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 the agencies.

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 meet this requirement may result in the bid being deemed non-responsive.

The insurer shall have an AM Best rating of B+ or higher. Visit www.ambest.com for verification. Failure to meet this requirement may result in the bid being deemed non-responsive.

Email a completed copy of the following:

Document Description Page 6

2200000132 Furnish and Install Flagpole http://insurance.ky.gov/company http://www.ambest.com

a. Signature page (Pg 1 of the RFQ),

b. Bid page(s) (starting on Pg 2 of the RFQ)

a. Specifications used in this Request for Quotation (RFQ) are intended to be open and nonrestrictive. References to brand names, catalogs, etc are to establish a minimum standard of quality and do not preclude Buyer’s consideration of bids of comparable quality. However, all bidders shall provide the name brand and catalog number of product bid if other than specified on the request for quotation. Vendors bidding model other than suggested unit identified above must provide detailed specification information with bid submission to allow for product comparison. Failure to include this information with bid may result in the bid being rejected as non responsive.

b. Quotations shall be submitted indicating unit price, total extension for each item, and grand total of the quotation. Firm prices are required.

In case of error in the extension prices, the unit price shall govern.

c. All commodities shall be new and current (latest) model, unless otherwise specified.

d. KYTC reserves the right to award the items separately or all to one bidder based on the best interest of the Commonwealth. If bidding on an all-or-none basis, it shall be specified on the quotation.

e. The Commonwealth is exempt from federal excise taxes. Bidders shall not include such tax in the quotation.

f. KENTUCKY SALES AND USE TAX: Sales of tangible personal property or services to the State of Kentucky and its constitutional agencies are not subject to state sales or use taxes.

g. Any order based on this quotation shall be issued by a Purchase Order (PO). No delivery or billable work is authorized until a valid PO has been fully executed. The PO shall represent the entire agreement between

Document Description Page 7 parties. Prior negotiations, representations, or agreements, either written or oral, between parties hereto relating the subject matter hereof shall be of no effect upon the PO.

h. The Commonwealth’s acceptance of the quote indicated by issuance of a PO shall create a valid contract consisting of:

i. the written PO,

ii. the bidder’s RFQ response, and

iii. the Kentucky Revised Statute (KRS) 45A.

i. the laws of the Commonwealth of Kentucky shall govern contracts or orders placed as a result of the quote. The rights and obligations of the parties shall be determined in accordance with the laws of the Commonwealth. Furthermore, the parties agree that any legal action that is brought on the basis of an order resulting from this quotation shall be filed in the Franklin County Circuit Court of the Commonwealth of Kentucky. Any offer conditioned upon governance by the laws of a state other than Kentucky shall not be considered.

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

Allyson May 502-782-3981 Fax – 502-564-7069 E-mail – Allyson.May@ky.gov

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

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

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

Document Description Page 8 mailto:Allyson.May@ky.gov

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

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

An official contract (purchase order) shall be emailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer shall be deemed to result in a binding contract without further action by either party.

No modification to this contract shall be permitted unless the contractor receives written approval from the KYTC Division of Purchases.

If the contractor believes modifications are necessary, he/she may request approval of the KYTC Division of Purchases. All contract modifications shall be subject to the provisions of 200 KAR 5:311.

All shipments shall be F.O.B. Destination to the receiving agency. The vendor shall be fully responsible for all shipments and freight charges involved to the ordering agency.

Delivery at the earliest possible date is desired and shall be within thirty (30) days after receipt of order (ARO).

Document Description Page 9

This contract will constitute the entire agreement between the State and awarded contractor. The Commonwealth shall not be required to enter into nor sign further agreements, leases, company orders or other documents to complete or initiate the terms of the contract. Any such documents so obtained will be non-binding on the State and be cause for breach of contract.

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.

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.

Invoices shall contain, at a minimum, the following information: Contract number, item numbers, description of supplies or services, sizes, quantities, unit prices, and extended totals.

The vendor shall be paid, upon the submission of proper invoices to the receiving agency at the prices stipulated for the supplies delivered and accepted, or services rendered. Unless otherwise specified, payment will not be made for partial deliveries accepted. Payments will be made within thirty (30) working days after receipt of goods or a vendor’s invoice in accordance with KRS 45.453 and KRS 45.454.

The vendor shall provide its most favorable warranty. A copy of such warranty shall be furnished to the agency upon delivery of equipment. The vendor will not be liable under the above warranty for any defects or damages resulting from unforeseeable causes beyond the control and without the fault or negligence of the vendor, such as

Document Description Page 10 misuse or neglect by the State, fires, floods or acts of God.

Sales of tangible personal property or services to the State of Kentucky and its agencies are not subject to state sales or use taxes.

This Contract shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky and any litigation with respect to this Contract shall be brought in state or federal court in Franklin County, Kentucky.

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Document Description Page 15 http://www.lrc.state.ky.us/kar/200/005/410reg.htm