KYTC_RFP 4_Attachment 12_Transmittal Letter Requirements_v10_20260428.pdf
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- Attached to
- Electric Vehicle Charging Program RFP 4
- Solicitation number
- RFP 605 2600000371 3
- Issued by
- Kentucky
About this file
This document is a Transmittal Letter Requirements attachment for the Kentucky Transportation Cabinet's (KYTC) Electric Vehicle Charging Program RFP 4. All offerors must submit a signed transmittal letter on company letterhead as a standalone document within their proposal package, with the signature provided by an individual authorized to legally bind the offeror. The letter must address nine mandatory elements to avoid the proposal being deemed non-responsive: disclosure of any deviations from solicitation requirements, identification of proprietary or confidential information if included, confirmation of compliance with the Kentucky Civil Rights Act, a sworn certification regarding the Executive Branch Code of Ethics, a non-collusion certification confirming independent pricing development, affirmation of authorization to conduct business in Kentucky and maintenance of good standing with the Kentucky Secretary of State, primary point of contact information for day-to-day contract administration, subcontractor information if applicable, and foreign entity registration documentation if applicable.
The transmittal letter serves as a critical compliance document that establishes the offeror's legal standing, ethical compliance, and operational readiness to perform the contract. Required certifications and statements must explicitly state compliance or clearly identify any deviations, proprietary information, or subcontractor involvement. Contact information must include the primary administrator's name, company address, telephone number, email address, and website if available, while subcontractor information requires company name, address, telephone number, and contact name. The document references applicable Kentucky statutes governing civil rights (KRS 45.560-45.640), executive ethics (KRS 11A.040), and provides authority for business registration verification through the Kentucky Secretary of State.
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Attachment 12 – Transmittal Letter Requirements
Attachment 12 — Transmittal Letter Requirements
Offerers must submit a Transmittal Letter as part of your proposal package. The letter must be signed by an individual authorized to legally bind the Offeror and must clearly address all required elements listed below. Failure to include all required statements may result in the proposal being deemed non-responsive. The Transmittal Letter must be submitted on company letterhead, include an authorized signature, and be provided as a standalone document within the proposal package.
The Transmittal Letter shall include, at a minimum, the following:
1. Deviations Disclosure o A statement identifying any deviations from the requirements of this Solicitation, if applicable.
o If no deviations exist, explicitly state: “No deviations are included.”
2. Proprietary Information Disclosure o A statement identifying any proprietary or confidential information included in the proposal, if applicable.
o If none, explicitly state: “No proprietary information is included.”
3. Compliance with Kentucky Civil Rights Act o A statement confirming that, if awarded a contract, the Offeror will fully comply with the Kentucky Civil Rights Act and will submit all required data pursuant to KRS 45.560– 45.640.
4. Executive Branch Code of Ethics Certification o A sworn statement certifying that the Offeror has not knowingly violated any provisions of the Executive Branch Code of Ethics (KRS 11A.040).
5. Non-Collusion Certification o A statement certifying that the pricing included in the proposal was developed independently, without collusion, consultation, communication, or agreement with any other Offeror or competitor.
6. Authorization to Conduct Business in Kentucky o A statement affirming that the Offeror is authorized to conduct business in the Commonwealth of Kentucky and will remain in good standing with the Kentucky Secretary of State for the duration of any resulting contract.
https://kchr.ky.gov/About/Pages/Kentucky-Civil-Rights-Act.aspx https://law.justia.com/codes/kentucky/chapter-45/section-45-560/ https://law.justia.com/codes/kentucky/chapter-11a/section-11a-040/ https://law.justia.com/codes/kentucky/chapter-45/section-45-560/
Attachment 12 – Transmittal Letter Requirements
7. Primary Point of Contact Provide the following for the individual responsible for day-to-day contract administration:
o Name o Company Address o Telephone Number o Email Address o Website (if available)
8. Subcontractor Information (if applicable) For each subcontractor, provide:
o Company Name o Address o Telephone Number o Contact Name
9. Foreign Entity Registration (if applicable) o Provide the Offeror’s foreign entity organization number issued by the Kentucky Secretary of State (Certificate of Authority or Statement of Foreign Qualification).
Attachment 12 — Transmittal Letter Requirements
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