Non-Congregate Shelter (NCS) Maintenance and Inspection

The Kentucky Transportation Cabinet (KYTC) Division of Purchases issued Request for Quote (RFQ) 605-2200000128 for Non-Congregate Shelter (NCS) Maintenance and Inspection services on January 27, 2022, with a bid deadline of January 28, 2022, at 9:00 a.m. Eastern Time and anticipated award the same day. The solicitation seeks a contractor to provide comprehensive maintenance and inspection services for travel trailer units deployed across sixteen Kentucky counties in response to severe weather damage from December 10-11, 2021 (Emergency Declaration DR4630). The procurement is divided into three geographic groups: Group 1 (Fulton, Graves, Hickman, Lyon, and Marshall counties), Group 2 (Caldwell, Christian, Hopkins, Muhlenberg, and Ohio counties), and Group 3 (Barren, Hart, Logan, Marion, Taylor, and Warren counties, with fewer than ten units expected), with vendors permitted to bid on one or more groups independently. Required services encompass twelve categories: monthly preventative maintenance inspections and repairs (PMIR), routine repairs capped at $250 in materials, major repairs requiring KYTSP preapproval, emergency repairs within two hours of notification, propane refill and replacement, emergency unit entry service, septic pump-out service, fumigation and pest control treatments, third-party microbial growth inspections, third-party mold remediation services, and COVID-19 sanitation. The master agreement shall run from the award date through January 31, 2023, with four optional one-year renewal periods available subject to written mutual agreement and possible renegotiation. Evaluation will be based on best value using a 70-point pricing component (with the lowest bidder receiving maximum points and others scored proportionally) and a 30-point technical component (25 points for experience and ability, 5 points for customer service), requiring a minimum of 15 points in technical categories for responsiveness. Pricing must remain firm for the first twelve months, with only one price increase permitted thereafter if industry-wide justification is provided and approved; written questions had a deadline of January 26, 2022, at 5:00 p.m., with responses issued January 27, 2022.

Vendors claiming resident bidder status in Kentucky must submit a notarized affidavit and meet specific Kentucky tax and employment requirements maintained for one year prior to receive reciprocal preference, while qualified bidder status is available to Kentucky Correctional Industries, Kentucky Industries for the Blind, or nonprofits serving individuals with severe disabilities. All bidders must execute a mandatory Annual Affidavit affirming compliance with Kentucky campaign finance laws, sales and use tax registration, non-delinquency on state taxes or fees, non-engagement in prohibited boycotts, and non-violation of specified Kentucky statutes. The successful contractor must maintain general liability insurance of $1,000,000 per occurrence and Kentucky workers' compensation insurance, with certificates naming the Commonwealth as additional insured and due within two business days of contract execution. The contract is federally funded through disaster relief and incorporates federal compliance requirements including Davis-Bacon wage standards, Buy American provisions, drug-free workplace certification, environmental standards, and debarment/suspension compliance. No specific budget or award value is stated in the solicitation; rather, pricing is established through unit prices submitted by vendors for each service line item weighted according to anticipated demand across the three geographic groups. Submissions must be scanned bid documents and supporting materials emailed to KYTC.Bids@ky.gov, with no online bidding permitted.