RFB FOR FLUID COOLER AND DELIVERY - Addendum

The Commonwealth of Kentucky Administrative Office of the Courts (AOC) is soliciting bids for a one-time procurement of a closed-circuit fluid cooler unit with delivery and installation services destined for the Hardin County Justice Center at 120 E. Dixie Ave, Elizabethtown, Kentucky 42701. The procurement seeks a single fluid cooler unit meeting comprehensive technical specifications outlined in Exhibit A, including requirements for closed-circuit cooling tower design with stainless steel wetted parts, dual independent fan motors, electric basin heaters with temperature control, ASME-compliant heat exchanger coils, microprocessor-based control systems with BMS integration capabilities, vibration switches, and factory startup service performed by a manufacturer's representative. Acceptable manufacturers include Baltimore Air Coil, Evapco Inc., Marley, or approved equivalents, with the specific model identified as a BAC FXV 0806B-241D-L unit featuring 38,980 MBH heat rejection capacity, 1,575 GPM flow rate, dual fan assemblies rated at 7.5 and 8.5 horsepower, and comprehensive warranties including a minimum one-year parts and labor warranty plus five-year coverage on specified components. Bids are evaluated on two criteria: price (75 points, with the lowest bid receiving maximum points) and delivery time (25 points), with award going to the highest-scoring responsive and responsible bidder. The RFB was originally released November 4, 2022, with written questions due November 11, 2022; following two addenda, the final bid closing date is December 9, 2022, at 3:30 p.m. Eastern Time, with award notification anticipated December 13, 2022, and contract execution expected by December 16, 2022. Delivery must be completed no later than six months from contract execution during standard working hours (Monday through Friday, 8:00 a.m. to 4:30 p.m.), excluding state holidays, and bids must be submitted electronically to Solicitation@kycourts.net.

No set-aside designations or restrictions on organizational types responding to this procurement are identified in the available documentation. Bidders must provide a transmittal letter, signed solicitation form, certificate of authority documentation for foreign entities, a minimum of three current customer references, and a completed bid form with total pricing and delivery timeline, along with detailed specifications demonstrating compliance with all technical requirements. The contract structure establishes an initial one-year term with options to renew for four additional one-year periods, subject to written approval from both parties with potential renegotiation of terms. Pricing must exclude federal excise taxes, Kentucky sales tax, and Kentucky use tax, as the AOC is exempt from these levies; no incumbent vendors or current contractors are identified in the solicitation documents. While no specific budget range is provided in the available documentation, the pricing evaluation methodology indicates competitive bidding will determine the contract value, with emphasis placed on the lowest-priced compliant bid for the fluid cooler unit and delivery services combined as a single line item.