Sprinkler Services and Repairs

The Commonwealth of Kentucky, Department for Facilities and Support Services, issued Request for Bid (RFB) 785 2200000218 on October 14, 2021, seeking qualified contractors to provide comprehensive sprinkler system service and repair services for state-owned and operated buildings throughout Kentucky. The procurement is a Master Agreement solicitation with a bid closing date of October 28, 2021, at 9:00 a.m. Eastern Time, followed by a public bid reading via conference call at 9:30 a.m. Eastern Time on the same date. The scope of work encompasses maintenance, service, and repair of water-based fire protection systems across 28 state facilities located in Frankfort, Louisville, London, Madisonville, and Lexington. Contractors must provide labor pricing on a straight-time hourly basis and overtime at 1.5 times the regular rate, with materials supplied at actual cost plus fixed-fee adders within specified brackets ranging from $5.00 to $140.00 per unit for direct work and $20.00 to $100.00 per unit for subcontractor invoices. The evaluation will be conducted on a best value basis using measurable criteria including labor straight-time rates (175 points), materials fixed fee-adder pricing (45 points), subcontractor fixed fee-adder pricing (30 points), warranty terms (25 points), and response time (25 points for responses under 120 minutes). Required qualifications include a current Fire Protection Sprinkler Contractor's License or Certificate and a minimum of five years of full-time experience in sprinkler system contracting services, with exemptions available for recent or current Kentucky state contractors. The successful contractor must respond to emergency calls within two hours and non-emergency work within two business days, with all pricing remaining valid for a minimum of 60 calendar days after the bid due date.

The procurement contains several compliance requirements and restrictions applicable to all bidders and offerors. All entities must submit completed Annual Affidavits certifying compliance with Kentucky campaign finance laws, sales and use tax registration, state tax payment obligations, and prohibitions on boycotts of entities in jurisdictions with which Kentucky maintains open trade, along with documentation affirming compliance with KRS 11A.236 restrictions during the previous ten years. Bidders claiming resident bidder status must document authorization to transact business in Kentucky, one year of prior tax filing, unemployment insurance contributions, and active workers' compensation coverage, while those claiming qualified bidder status must certify nonprofit corporation status or qualified nonprofit agency status for individuals with severe disabilities meeting specific employment thresholds. Bids must be submitted electronically through MOVEit Transfer at ftp.ky.gov with all bid documents combined into a single PDF file including the company name and RFB number in the file name, with failure to upload in the designated folder resulting in the bid being deemed non-responsive. The contract will be established for an initial one-year period from the date of award, with an option for four additional one-year renewal periods subject to written approval by all parties and potential renegotiation of terms and conditions. No specific budget range or award value is disclosed in the solicitation documents, though the Commonwealth guarantees up to three hours of compensation per assignment for non-emergency work with advance notice provided by the Commonwealth.