Mechanical Maintenance ESH and GSNF

The Commonwealth of Kentucky, acting through the Finance and Administration Cabinet on behalf of the Cabinet for Health and Family Services (CHFS), Department for Behavioral, Developmental and Intellectual Disabilities (DBHDID), issued a Request for Proposal (RFP 758 1900000287) for mechanical and electrical maintenance services at two facilities: Glasgow State Nursing Facility (207 State Avenue, Glasgow, Kentucky) and Eastern State Hospital (1350 Bull Lea Road, Lexington, Kentucky). Vendors may propose solutions for one or both facilities, with the Commonwealth potentially awarding two separate master agreements. Glasgow State Nursing Facility requires limited equipment maintenance with on-demand service capability, including hourly rates for repairs during normal business hours and after-hours/holidays, trip charges, and a monthly preventative maintenance fee. Eastern State Hospital requires comprehensive preventative and full mechanical maintenance services operating 24 hours per day, seven days per week, with a fixed monthly fee covering all mechanical and electrical systems except communications, IT systems, medical equipment, kitchen equipment, elevators, security systems, and fire protection. The RFP was released March 22, 2019, with an initial closing date of April 19, 2019, extended to May 3, 2019, at 3:30 PM EST; site visits occurred April 2-3, 2019, with an additional technical site visit on April 18, 2019, to review control and mechanical drawings. The initial contract term spans two years from the effective award date of July 1, 2019, with four optional two-year renewal periods available upon mutual agreement. Proposals are evaluated on a 3,600-point scale comprising 2,000 points for technical merit, 1,200 points for cost, and up to 400 points for oral presentations if required. Contractor qualifications must include a minimum of ten years' prior experience on comparable equipment and systems, mechanical licensing, trained service technicians with proper credentials, a Building Automation System technician, an emergency generator test technician, and a service vehicle positioned within 60 miles of the facilities capable of emergency response within one hour and non-emergency response within 24 hours.

Kentucky resident bidders and qualified nonprofit agencies serving individuals with severe disabilities may receive reciprocal preference or set-aside consideration under applicable Kentucky procurement regulations. The contractor must maintain Commercial Liability Insurance with minimum limits of $2,000,000 general aggregate and $1,000,000 per occurrence, automobile liability insurance of $1,000,000 combined single limit, and Workers' Compensation coverage at Kentucky statutory limits with $1,000,000 employer's liability per accident. All contractor personnel must pass background checks, tuberculosis testing, and drug screening before assignment, and must comply with facility conduct rules, OSHA and NFPA safety codes, and restrictions on fraternization with residents and staff. The contractor assumes responsibility for all labor, materials, supplies, filters, belts, refrigerant, and parts replacement costs, with quarterly documentation submissions required detailing all service logs, work orders, repair orders, and maintenance activities. No price increases are permitted during the first 24 months of the contract; thereafter, price adjustments may be requested with documented justification of industry-wide price changes and are subject to Commonwealth discretion, while price decreases must be reflected immediately. The Commonwealth is tax-exempt and excludes federal excise tax and Kentucky sales or use tax from pricing; specific award values and budget ranges are not disclosed in the RFP documents, with pricing based on vendor proposals for hourly rates, trip charges, and monthly maintenance fees.