Steel Shelving

The Commonwealth of Kentucky Finance and Administration Cabinet, on behalf of the Department for Libraries and Archives (KDLA), issued a Request for Bid (RFB 758 1900000550) to procure steel shelving for the KDLA State Records Center located at 1425 Leestown Road in Frankfort, Kentucky. The solicitation seeks 152 units of Republic Steel Shelving or comparable interchangeable substitute, each standing 15 shelves high, along with all associated components including 2,280 shelves, 624 side braces, 304 back braces, 108 beaded posts, 304 L-shaped posts, 2,280 sets of clips (9,120 individual clips), and 8 column protectors, with each unit capable of holding a minimum of 210 pounds per shelf. The vendor must assume all costs for materials, labor, transportation, assembly, and installation to manufacturer specifications, with coordination of delivery and installation through Ms. Cathrine Giles at KDLA, requiring at least three business days' advance notice. All prospective bidders were required to conduct a mandatory site visit to the facility prior to bid submission, with site visits available Monday through Friday between 8:00 AM and 4:30 PM by contacting Cathrine Giles at (502) 564-1702 or Cathrine.Giles@ky.gov, and must submit the completed and signed Site Visit Validation Form with their bid response. Written questions were due by April 3, 2019, at 3:30 PM EST, with bids due on April 11, 2019, at 1:30 PM EST, submitted under sealed cover to the Commonwealth Office of Procurement Services, Capitol Annex, 702 Capitol Avenue, Room 095, Frankfort, Kentucky 40601. Award determination utilized a best value ranking approach with evaluation criteria weighted at 90 points for price (lowest bidder receives maximum points) and 10 points for earliest completion time measured in business days, with vendors required to specify their completion timeline and quotations provided on an F.O.B. Destination Freight Prepaid and Allowed basis.

Kentucky resident bidder preferences and qualified bidder preferences applied to this procurement under KRS 45A.490-494 and 200 KAR 5:410, with Kentucky Correctional Industries receiving a twenty percent preference and other qualified bidders receiving a fifteen percent preference; qualified bidder status applies to nonprofit corporations furthering KRS Chapter 163 purposes or qualified nonprofit agencies for individuals with severe disabilities. All bidders were required to submit multiple compliance documents including a signed solicitation face, completed bid information form, Revenue Form 10A100 Kentucky Tax Registration Application, Certificate of Authority for foreign entities, required affidavits, and EEO forms if applicable, along with proof of campaign finance law compliance, sales and use tax registration, and state tax payment status. The contract required "Group All" bidding, meaning vendors must bid all line items or face disqualification, with all proposed pricing remaining valid for a minimum of sixty calendar days after the bid due date. Contractors were required to maintain liability insurance and workers' compensation coverage as mandated by Kentucky law, with employer's liability limits of $1,000,000 per accident, and past vendor performance could be considered in award determination with vendors demonstrating poor performance in the preceding twelve months potentially deemed non-responsible and ineligible for award. No incumbent vendor or existing contract information was specified in the solicitation materials, and no budget range or award value was disclosed in the documentation provided.