Black Asphalt Tarps (Roll Type)

The Kentucky Transportation Cabinet Division of Purchases, on behalf of the Division of Equipment serving Elliott County, issued a Request for Bid solicitation for black asphalt tarps in roll type format. The procurement sought 150 total units consisting of 75 units of 81-inch by 14-foot black asphalt tarps (US Tarps model BV 81-14-BV or approved equivalent) and 75 units of 81-inch by 18-foot black asphalt tarps (US Tarps model BV 81-18-BV or approved equivalent). All tarps must be reinforced with 18-ounce vinyl-coated nylon or polyester base material and must meet specific performance standards including tensile strength, tear strength, abrasion resistance, UV resistance, and temperature tolerance ranging from minus 40 degrees Fahrenheit to plus 175 degrees Fahrenheit. Tarps must feature grommets across one 81-inch end and a 6-inch pocket on the opposite end, with individual wrapping required for all units. Evaluation was conducted on a best-value basis allocating 95 points to pricing (with the lowest bidder receiving maximum points) and 5 points to delivery time (with the shortest/best delivery time receiving maximum points), and vendors were required to specify delivery time in calendar days after receipt of delivery order. The original sealed bid deadline of October 17, 2019, at 10:00 a.m. was subsequently revised to October 31, 2019, at 10:00 a.m. at the KYTC Division of Purchases, 200 Mero Street, 4th Floor, Frankfort, Kentucky 40622, with written questions due by October 3, 2019, at 7:00 p.m. and Commonwealth responses issued by October 4, 2019, at 4:00 p.m. The tentative award date was November 19, 2019, with delivery required to KYTC Division of Equipment Warehouse at 1239 Wilkinson Boulevard, Frankfort, Kentucky 40622, on an F.O.B. Destination Freight Prepaid and Allowed basis.

The solicitation included preferences for Kentucky resident bidders, who may receive reciprocal preference against non-resident bidders from states offering similar preferences to their own residents. Qualified bidders including Kentucky Correctional Industries (eligible for 20 percent preference), Kentucky Industries for the Blind, nonprofit organizations furthering vocational rehabilitation purposes, and qualified nonprofits serving individuals with severe disabilities (eligible for 15 percent preference) may claim applicable preferences with proper documentation. The evaluation committee reserved the right to consider past vendor performance, with vendors demonstrating poor performance in the last twelve months potentially deemed non-responsible and ineligible for award. The resulting contract was structured as a master agreement with an initial term from award through October 31, 2020, with the option to renew for four additional one-year periods subject to written approval from both the vendor and KYTC Division of Purchases and potential renegotiation of terms. Price adjustments were subject to specific restrictions: price increases were prohibited during the first twelve months of the contract, only one increase was permitted thereafter based on documented industry-wide price changes with thirty days' written notice, and price decreases must be reflected immediately upon vendor notification. A penalty of one percent per day would be deducted from invoices for each day delivery failed to meet the contracted due date, excluding delays caused by circumstances beyond the vendor's control. No specific budget range or award value was disclosed in the available solicitation documents.