Mechanical Maintenance Kentucky State Penitentiary

The Commonwealth of Kentucky Finance and Administration Cabinet issued Request for Bid (RFB) 758 2000000475 on behalf of the Kentucky State Penitentiary in Lewis County for comprehensive mechanical maintenance services at the facility located in Eddyville, Kentucky. The procurement seeks a qualified contractor to provide full-service mechanical and preventative maintenance for temperature equipment controls, HVAC systems, centrifugal chillers, reciprocating machines, air conditioning equipment, and all associated components across multiple buildings including cellhouses, garment plant, gymnasium, infirmary, and cold storage areas. The contractor must furnish all labor, materials, replacement parts, and refrigerants under a monthly charge arrangement, with the Commonwealth responsible only for air handler filter changes, condenser fan motor maintenance, and condenser fan blade replacement. Required qualifications include a minimum of five years' experience in commercial mechanical and temperature control maintenance, possession of a mechanical license, employment of certified control specialists, maintenance of adequate parts inventory, provision of 24-hour emergency service with a four-hour maximum response time, and comprehensive insurance coverage including $2,000,000 general aggregate commercial liability and $1,000,000 automobile liability. A mandatory site visit was scheduled for February 27, 2020 at 10:00 AM Central Standard Time at 266 Water Street, Eddyville, with advance registration and background checks required by February 25, 2020. Vendor written questions were due by March 1, 2020 at 10:00 AM EST, with Commonwealth responses provided by March 5, 2020. The original bid closing date of March 13, 2020 was extended to March 17, 2020, both at 1:30 PM EST. The contract is structured as a Master Agreement with an initial one-year term beginning from award date and renewable for four additional two-year periods, subject to written approval and potential renegotiation of terms. The evaluation methodology is best value with 100 points allocated to price, wherein the lowest bidder receives maximum points, and vendor experience serves as a pass/fail requirement.

Kentucky resident bidders receive reciprocal preference under KRS 45A.494, with qualified bidders receiving an additional 15 percent preference and Kentucky Correctional Industries eligible for an additional 20 percent preference of maximum points. No incumbent contractors or current service providers are identified in the solicitation documents. Price increases are prohibited during the first 12 months of contract performance but may be requested thereafter with industry-wide justification. All bidders must submit the signed solicitation face, completed bid information, Revenue Form 10A100 (Kentucky Tax Registration Application), required affidavits, and proof of applicable experience with their sealed bid response. Foreign entities must provide Secretary of State registration certificates. The solicitation documents do not specify an estimated contract value or budget range, though the monthly charge arrangement for comprehensive maintenance services across multiple facility buildings suggests a substantial ongoing commitment. The evaluation criteria emphasize lowest price combined with demonstration of five years' qualifying experience, with no pricing information disclosed regarding the estimated monthly service cost or total contract value.