Non-Congregate Shelter (Travel Trailers)

The Commonwealth of Kentucky Finance and Administration Cabinet on behalf of the Kentucky Division of Emergency Management issued Request for Bid (RFB) 758 2400000142 to establish master agreements with vendors for non-congregate shelter travel trailers to house disaster survivors. The procurement seeks approximately 400 travel trailer units that must comply with NFPA 1192, ANSI/RVIA standards, and applicable Federal Motor Vehicle Safety Standards. Each unit must be between 25 and 36 feet in length, contain between 200 and 400 square feet of space, accommodate 4 to 6 occupants with dedicated sleeping areas, feature double axles, and be equipped with water regulators, new batteries, and appropriate electrical service. Vendors must deliver units within three business days of purchase award and are responsible for installation and hookups at designated locations. The initial contract period runs for two years from the award date with options to extend for four additional two-year periods by mutual written agreement. The solicitation was released on September 28, 2023, with written vendor questions due by October 4, 2023 at 10:00 AM ET and a closing deadline of October 12, 2023 at 1:30 PM ET. Award will be made on a best value basis using measurable criteria including Travel Trailer Inventory Capability (pass/fail), Delivery and Installation Requirements (pass/fail), and Quote Response Time (pass/fail), with evaluation also considering past vendor performance.

Preference is given to Kentucky resident bidders under Kentucky Revised Statutes (KRS) 45A.490-494 and qualified bidders under KRS 45A.470. All bidders must register in the Commonwealth eProcurement System and Commonwealth Vendor Self Service portal prior to electronic bid submission; paper bids are not acceptable. Vendors must comply with Equal Employment Opportunity (EEO) requirements if the contract value exceeds $500,000 and submit required affidavits, tax registration forms, and Secretary of State registration documentation for foreign entities prior to award. Pricing must be submitted electronically at $0.01 per unit, with all actual pricing provided on a separate bid sheet that is not submitted electronically. Prices must remain firm for the first twelve months, after which vendors may request increases based on industry-wide price changes with thirty days' written notice and supporting documentation. The Commonwealth exempts quoted prices from Federal Excise Tax, Kentucky Sales or Use Tax, and Kentucky corporate income tax. Daniel Salvato, CPPB, KCPM, serves as the sole Commonwealth buyer and point of contact, reachable at 502-564-5862 or daniel.salvato@ky.gov.