INVITATION TO BID ATTENTION: This is not an order. Read all instructions, terms and conditions carefully. INVITATION NO.: KCT-01346 RETURN ORIGINAL COPY OF BID TO: Issue Date: August 03, 2022 KCTCS Method of Award: Best Value PROCUREMENT TO PAYMENT DEPT ATTN: BID # KCT-01346 Issuing Officer: Calynn Fields 300 NORTH MAIN STREET Email: email@example.com
VERSAILLES, KY 40383 Bids are invited on the following: Anatomy Virtual Dissection Table (Price Contract) IMPORTANT: SEALED BIDS MUST BE RECEIVED BY 08/15/2022 by 4:00 PM Eastern Daylight Time 1. Sealed Bids for furnishing the following will be received by the Procurement to Payment Department, KCTCS, Versailles, Kentucky, until the date and time stated above or in Addenda. Bid documents must be submitted in a sealed envelope identified with the Invitation to Bid number and the opening/return date on the face of the envelope. FACSIMILE BIDS WILL NOT BE ACCEPTED. 2. Please quote your single best net price on each item, unless a discount from list price is requested, delivered to the address specified, all transportation charges prepaid. Price shall include delivery to the department address shown on this Invitation. Submission of multiple bids will result in disqualification of both bids. 3. Bids must be firm. Those containing escalator clauses cannot be accepted, unless provided for in Special Conditions. To receive consideration, bids must be made on this form and signed in full. Prices must be based on stated units and extended. Delivery guarantee must be shown. Bids must be filled out in ink or typed and signed in ink. 4. The KCTCS Sales Tax Exemption Number is A-20633. Certificate will be provided upon request. Do Not Quote Sales Tax. (...continued on following page.....) SIGNATURE REQUIRED: This bid cannot be considered valid unless signed and dated by an authorized agent of the bidder. Type or print the information requested in the spaces provided. THIS AREA MUST BE COMPLETED DELIVERY TIME: (Days after receipt of order) NAME OF COMPANY PHONE: BID FIRM THROUGH: NO. & STREET FAX: PAYMENT TERMS: Net 30 days Must Accept PO CITY, STATE & ZIP CODE SHIPPING TERMS: FOB DESTINATION SIGNATURE DATE: TYPED OR PRINTED NAME: EMAIL: In submitting this bid, it is expressly agreed that, upon proper acceptance by Kentucky Community and Technical College System of any or all items bid, a contract shall thereby be created with respect to the items accepted. BIDS MAY ALSO BE VIEWED AT OUR WEBSITE: http://systemoffice.kctcs.edu/Vendor_Information.
All bids and contracts are subject to General Terms and Conditions of KCTCS. You may download/print a copy of these from our website or you may request a copy be mailed to you by contacting the Issuing Officer in this solicitation. mailto:firstname.lastname@example.org http://systemoffice.kctcs.edu/Vendor_Information
Invitation to Bid KCT-01346 KCTCS Revised 05/2019 2 of 14 AUTHENTICATION OF BID AND STATEMENT OF NON-COLLUSION AND NON-CONFLICT OF INTEREST I hereby swear (or affirm) under the penalty for false swearing as provided by KRS 523.040: 1. That I am the bidder (if the bidder is an individual), a partner, (if the bidder is a partnership), or an officer or employee of the bidding corporation having authority to sign on its behalf (if the bidder is a corporation); 2. That the attached bid has been arrived at by the bidder independently and has been submitted without collusion with, and without any agreement, understanding or planned common course of action with, any other vendor of materials, supplies, equipment or services described in the Invitation to Bid, designed to limit independent bidding or competition; 3. That the contents of the bid or bids have not been communicated by the bidder or its employees or agents to any person not an employee or agent of the bidder or its surety on any bond furnished with the bid or bids and will not be communicated to any such person prior to the official opening of the bid or bids: 4. That the bidder is legally entitled to enter into contracts with KCTCS and is not in violation of any prohibited conflict of interest, including those prohibited by the provisions of KRS 164.390,61.096, and 42.990, and; 5. That I have fully informed myself regarding the accuracy of the statement made above. NOTICE 1. Any agreement or collusion among bidders or prospective bidders which restrains, tends to restrain, or is reasonably calculated to restrain competition by agreement to bid at a fixed price or to refrain from bidding, or otherwise, is prohibited. 2. Any person who violates any provisions of KRS 45A.325 shall be guilty of a felony and shall be punished by a fine of not less than five thousand dollars nor more than ten thousand dollars, or be imprisoned not less than one year nor more than five years, or both such fine and imprisonment. Any firm, corporation, or association which violates any of the provisions of KRS 45A.325 shall, upon conviction, be fined not less than ten thousand dollars nor more than twenty thousand dollars. SWORN STATEMENT OF COMPLIANCE WITH CAMPAIGN FINANCE LAWS In accordance with KRS45A.110(2), the undersigned hereby swears under penalty of perjury that he/she has not knowingly violated any provision of the campaign finance laws of the Commonwealth of Kentucky and that the award of a contract to a bidder will not violate any provision of the campaign finance laws of the Commonwealth of Kentucky. CONTRACTOR REPORT OF PRIOR VIOLATIONS OF KRS CHAPTERS 136, 139, 141, 337, 338, 341 & 342 The contractor by signing and submitting a bid on this invitation agrees as required by 45A.485 to submit final determinations of any violations of the provisions of KRS Chapters 136, 139, 141, 337, 338, 341 and 342 that have occurred in the previous five (5) years prior to the award of a contract and agrees to remain in continuous compliance with the provisions of the statutes during the duration of any contract that may be established. Final determinations of violations of these statutes must be provided to KCTCS by the successful contractor prior to the award of a contract. CERTIFICATION OF NON-SEGREGATED FACILITIES The contractor, by submitting a bid on this Invitation, certifies that he/she is in compliance with the Code of Federal Regulations, No. 41 CFR 60-1.8(b), that prohibits maintaining segregated facilities. INSTRUCTIONS TO BIDDERS: Bidder's response on the following items must include full identification of the item(s) proposed, and be accompanied by descriptive literature, etc., to enable the purchaser to evaluate qualifications of the item(s) proposed as equal to those specified. ALL ALTERNATE QUOTATIONS MUST BE ACCOMPANIED BY COMPLETE LITERATURE AND SPECIFICATIONS TO EVALUATE ALTERNATE QUOTE AS EQUAL TO THAT SPECIFIED. Failure to provide sufficient information may be cause for rejection of the Bid. When a Bidder proposes to furnish the exact item specified, he shall cite, beside the item, or use the Mfg. & Model No. Proposed blank that follows the line item as follows: 1. If bidding the manufacturer and model number specified in this Invitation, write in "AS SPECIFIED". 2. If bidding an alternate model, identify by manufacturer's number and model. 3. If bidding a private label model, identify as private label and show stock number. Invitation to Bid KCT-01346 KCTCS Revised 05/2019 3 of 14 1. Introduction 1.1. Purpose of Procurement The Office of Procurement to Payment Services issues this Invitation to Bid to establish a contract with a qualified Supplier to provide an immediate need (purchase order issuance) for an Anatomy Virtual Dissection Table, as well as, to establish a price contract for medical simulation training equipment, software and accessories for the Kentucky Community & Technical College System (KCTCS). 1.2. Extension to Other Campuses & Institutions The awarded Supplier should be willing to extend the provision of services under the resulting contract to any other public institutions of higher education of the Commonwealth of Kentucky. Such extension will be under terms and conditions substantially the same as those in the resulting contract except that pricing will be negotiated based on then current rates for the specific level of services required. 1.3. Background The Kentucky Community and Technical College System is comprised of 16 colleges with more than 70 locations statewide. KCTCS colleges change lives by providing accessible and affordable education and training through academic and technical associate degrees; diploma and certificate programs in occupational fields; pre-baccalaureate education; adult, continuing and developmental education; customized training for business and industry; and distance learning. For additional information regarding KCTCS please visit our website at: http://www.kctcs.edu
. 1.4. Overview of the Invitation to Bid Process The objective of the Invitation to Bid is to select one or more qualified Suppliers (as defined by Section 1.1 “Purpose of the Procurement”) to provide the goods and/or services outlined in this Invitation to Bid to KCTCS. This Invitation to Bid process will be conducted to gather and evaluate responses from Suppliers for potential award. All Suppliers are invited to participate by submitting responses, as further defined below. After evaluating all Suppliers’ responses received after the opening date of this Bid, the results of the Bid will be posted at the following link (under “Solicitation Results”): https://systemoffice.kctcs.edu/vendor_information/opportunities_to_bid/index.aspx
Suppliers should not assume personal notice will be given regarding the solicitation results. 1.5. Schedule of Events The schedule of events set out herein represents KCTCS’s best estimate of the schedule that will be followed. However, delays to the procurement process may occur which may necessitate adjustments to the proposed schedule. If a component of this schedule, such as the opening date, is delayed, the rest of the schedule may be shifted as appropriate. After the opening of the Invitation to Bid, KCTCS reserves the right to adjust the remainder of the proposed dates, including the dates for evaluation and award on an as needed basis with or without notice. If applicable, Suppliers are encouraged to visit the specified KCTCS location(s) prior to submitting a bid to inspect the conditions at the site. Any bidders wishing to schedule a site visit must contact the KCTCS representative listed below. KCTCS will not be responsible for additional charges for conditions at the site that could have been foreseen during a site visit. Description Date Time Release of Invitation to Bid 08/03/2022 N/A Deadline for written questions sent via email to the Issuing Officer referenced in Section 1.6 below. 08/09/2022 4:00 p.m. ET Bid Opening Date and Time NOTE: Suppliers delivering bid response to the Versailles location are required to comply with all CDC guidelines to include wearing of masks/face covering, availability of hand sanitizer, and maintaining social distance. 08/15/2022 4:00 p.m. ET Bid Evaluation Completed (estimated) 1 to 2 weeks after opening N/A Notice of Award (estimated) 1 to 2 weeks after opening N/A 1.6. Issuing Officer Calynn Fields email@example.com https://systemoffice.kctcs.edu/vendor_information/opportunities_to_bid/index.aspx
Invitation to Bid KCT-01346 KCTCS Revised 05/2019 4 of 14 2. Instructions to Suppliers By submitting a response to the Invitation to Bid, the Supplier is acknowledging that the Supplier: 1. Has read the information and instructions, 2. Agrees to comply with the information and instructions contained herein. 2.1. General Information and Instructions 2.1.1. Restrictions on Communicating with Staff From the issue date of this Invitation to Bid until the final award is announced (or the Invitation to Bid is officially cancelled), the Issuing Officer named herein, shall be the point of contact throughout the solicitation process. KCTCS reserves the right to reject the response of any Supplier violating this provision. This does not preclude Suppliers who presently hold contracts with KCTCS from communicating with KCTCS individuals regarding existing contracts only, and/or to schedule a site visit. 2.1.2. Submitting Questions Any explanation desired by a Supplier regarding the meaning or interpretation of the solicitation, specifications, etc., must be requested in writing to the Issuing Officer identified in Section 1.6. Questions will not be addressed via telephone. Oral explanations or instructions given before the award of the contract will not be binding. In the event any item, requirement, term or condition of this Invitation to Bid is not clear, or is not according to regulation, it shall be the sole responsibility of the interested prospective Supplier to inquire with the Issuing Officer. All Suppliers must submit questions by the deadline identified in the Schedule of Events for submitting questions. In order to stay on track of the solicitation timeline, Suppliers are cautioned that KCTCS may not respond to late questions or questions submitted by any other method than as directed by this section. 2.1.3. Site Visit N/A 2.1.4. Oral Discussions Potential bidders should clearly understand that any verbal representations made or assumed to be made during any oral discussions held between representatives of potential bidders and any KCTCS employee are not binding on KCTCS. 2.1.5. Right to Request Additional Information Prior to an award, KCTCS must be assured that the selected Supplier has all of the resources to successfully perform under the contract. This may include, but is not limited to, adequate number of personnel with required skills, availability of appropriate equipment in sufficient quantity to meet the on-going needs of KCTCS, financial resources sufficient to complete performance under the contract, and experience in similar endeavors. If, during the evaluation process, KCTCS is unable to assure itself of the Supplier’s ability to perform, if awarded, KCTCS has the option of requesting from the Supplier any information deemed necessary to determine the Supplier’s responsibility. 2.1.6. Failing to Comply with Submission Instructions Responses received after the identified due date and time or submitted by fax or email will not be considered. Responses must be complete in all respects, as required in each section of this Invitation to Bid. 2.1.7. Amend and/or Cancel the Invitation to Bid KCTCS reserves the right to amend this Invitation to Bid prior to the opening date and time. Amendments will be made in writing and posted as one or more addenda to the KCTCS website. Each Supplier is individually responsible for reviewing addenda and any other posted documents and making any necessary or appropriate changes and/or additions to the Supplier’s response. All Suppliers are encouraged to frequently check the KCTCS website for additional information at the following link: https://systemoffice.kctcs.edu/vendor_information/opportunities_to_bid/index.aspx
KCTCS reserves the right to cancel this Invitation to Bid at any time if it is in the best interest of KCTCS to do so. 2.1.8. Costs for Preparing Responses Each response should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. The cost for developing the response and participating in the procurement process is the sole responsibility of the Supplier. KCTCS will not provide reimbursement for such costs. https://systemoffice.kctcs.edu/vendor_information/opportunities_to_bid/index.aspx
Invitation to Bid KCT-01346 KCTCS Revised 05/2019 5 of 14 2.1.9. ADA Guidelines When applicable (e.g. webpages) the Supplier’s products and services will be in compliance with current Americans with Disability Act (ADA) requirements including the applicable current ADA Standards for Acceptable Design, Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), Section 255 of the Communications Act, as amended and applicable regs. 2.2. Submittal Instructions Listed below are key action items related to this Invitation to Bid. The Schedule of Events in Section 1.5 identifies the dates and time for these key action items. This portion of the Bid provides instructions regarding the process for reviewing the Bid, preparing a response to the Bid and submitting a response to the Bid. 2.2.1. Invitation to Bid Released The release of this Bid is formally communicated through the posting of this Bid on the KCTCS website, which is accessible online as follows: https://systemoffice.kctcs.edu/vendor_information/opportunities_to_bid/index.aspx
2.2.2. Invitation to Bid Review The Invitation to Bid consists of the following: 1. This document, and 2. Any and all documents provided by KCTCS as attachments to the Bid or links contained within the Bid or its attached documents. Please carefully review all information contained in the Bid, including all documents available as attachments or available through links. Any difficulty accessing the Invitation to Bid or opening provided links or documents should be reported immediately to the Issuing Officer (See Section 1.6). 2.2.3. Submitting a Response Supplier must supply the following number of copies of their bid submission: • 1 hard copy with original signature; and • Include 1 External (flash) drive for price list Sealed Bids will be received in the offices of the Procurement to Payment department at the following address: Kentucky Community and Technical College System Attn: Procurement to Payment Services Invitation to Bid KCT-1346 300 North Main Street Versailles, Kentucky 40383 All Bids will be time stamped by the KCTCS Procurement to Payment department upon receipt. Bids received after the due date and time will not be evaluated. Bids that are faxed or emailed will be rejected. 3. General Business Requirements This section contains general business requirements. By submitting a response, the Supplier is certifying its agreement to comply with all of the identified requirements of this section and that all costs for complying with these general business requirements are included in the Supplier’s submitted pricing. 3.1. Statement of Manufacturer/Dealer Relationship & Letters of Authorization The bid response shall include a confirmation of bidder’s relationship to either the manufacturer or distributor/dealer, as applicable. Bidder shall check one of the below: ______I am the manufacturer for the product line(s) on which I am submitting a bid. If awarded a contract from this Invitation to Bid, it is to be held with the manufacturer. ______I am a dealer or a distributor for the product line(s) on which I am submitting a bid. I am including a Letter of Authorization from the manufacturer showing I am an authorized dealer or distributor for their line. https://systemoffice.kctcs.edu/vendor_information/opportunities_to_bid/index.aspx
Invitation to Bid KCT-01346 KCTCS Revised 05/2019 6 of 14 3.2. Authorization to do Business in Kentucky – REQUIRED FOR AWARD OF PRICE CONTRACT The awarded Supplier affirms that it is properly authorized under the laws of the Commonwealth of Kentucky to conduct business in this state and will remain in good standing to do business in the Commonwealth of Kentucky for the duration of any contract awarded. The awarded Supplier shall maintain certification of authority to conduct business in the Commonwealth of Kentucky during the term of this Contract. Such registration is obtained from the Secretary of State, who will also provide the certification thereof. 3.3. Personal Information Security To the extent Supplier receives Personal Information as defined by and in accordance with Kentucky’s Personal Information Security and Breach Investigation Procedures and Practices Act, KRS 61.931, 61.932 and 61.933 (the “Act”), Supplier shall secure and protect the Personal Information by, without limitation: (i) complying with all requirements applicable to non-affiliated third parties set forth in the Act; (ii) utilizing security and breach investigation procedures that are appropriate to the nature of the Personal Information disclosed, at least as stringent as KCTCS’ and reasonably designed to protect the Personal Information from unauthorized access, use, modification, disclosure, manipulation, or destruction; (iii) notifying KCTCS of a security breach relating to Personal Information in the possession of Supplier or its agents or sub Suppliers within seventy-two (72) hours of discovery of an actual or suspected breach unless the exception set forth in KRS 61.932(2)(b)2 applies and Supplier abides by the requirements set forth in that exception; (iv) cooperating with KCTCS in complying with the response, mitigation, correction, investigation, and notification requirements of the Act , (v) paying all costs of notification, investigation and mitigation in the event of a security breach of Personal Information suffered by Supplier; and (vi) at KCTCS’ discretion and direction, handling all administrative functions associated with notification, investigation and mitigation. 3.4. Public Information KCTCS is subject to disclosure obligations under KRS 61.870 through 61.884 or successor legislation. Information clearly marked “confidential” under this agreement shall be treated as information identified by the Supplier as confidential, trade secret, commercially sensitive information and shall not be disclosed except as provided by law. 3.5. Governing Law The contract shall be construed according to the laws of the Commonwealth of Kentucky. Any legal proceedings against KCTCS regarding this Invitation to Bid or any resultant contract shall be brought in Commonwealth of Kentucky administrative or judicial forums. 3.6. Standard Insurance Requirements Prior to the beginning of the contract, the Supplier will furnish to the Procurement to Payment Department Certificates of Insurance that show it has and will maintain all insurance protection (including products liability insurance) at the Supplier's expense. Minimum liability coverage must be: Public Liability -Comprehensive General Owners, Landlords and Tenants Bodily Injury Liability Each Person $1,000,000 Each Occurrence $1,000,000 Property Damage Liability $1,000,000 Products Liability Each Person $1,000,000 Each Occurrence $1,000,000 Automobile Liability Bodily Injury Each Person $1,000,000 Each Occurrence $1,000,000 Personal Injury Liability Each Person $1,000,000 Property Damage Liability $1,000,000 Worker's Compensation Statutory Employers Liability $ 500,000 The Kentucky Community and Technical College System must be named as an additional insured in the policy for Comprehensive General Liability. In the event of failure by the Supplier to maintain, in force, insurance coverage acceptable to KCTCS, KCTCS will have the right to terminate this Agreement immediately upon written notice to the Supplier. Copies of the Insurance Certificates Invitation to Bid KCT-01346 KCTCS Revised 05/2019 7 of 14 are to be furnished to the KCTCS Procurement to Payment Department. Modification of this requirement must be requested in writing with supporting statements, prior to the time of the bid submission. Within ten (10) business days of award, the awarded Supplier must procure the required insurance and provide the KCTCS with two (2) Certificates of Insurance. Please see section 3.1 for more details. 4. Form of Proposal Factors The Invitation to Bid contains the requirements and related services that the Supplier must meet. KCTCS has determined that it is best to define its own needs, desired operating objectives, and desired operating environment. KCTCS will not tailor these needs to fit a particular solution a Supplier may have available; rather, the Suppliers shall propose to meet KCTCS’s needs as defined in this Invitation to Bid. 4.1. Alternates Unless otherwise specified, references to brand name or trade name/mark products are intended to be descriptive, but not restrictive, and are used to indicate the quality and characteristics of products that may be offered. Other products may be considered for award if such products are clearly identified and are determined by KCTCS to meet its needs in all respects. Alternate equipment proposed by a bidder as equivalent must substantially meet and/or exceed the manufacturer’s specifications. Each Supplier’s response must indicate the brand name and model or series number of the product offered and include such specifications, catalog pages, or other data that will provide an adequate basis for determining the quality and functional capabilities of the product offered. 4.2. Equipment Within this solicitation is the list of products required. All equipment proposed and delivered by the awarded Supplier must be "New and Current Model(s)". No used/refurbished equipment or demonstrator models will be acceptable. All serial number tags, FCC approval numbers, model numbers, etc. must be affixed on each piece of equipment at the time of delivery. Equipment will be inspected and rejected if these numbers are not affixed or have been altered. Warranty Where applicable, the manufacturer's most favorable warranty offered to preferred customers shall apply to all items. A copy of such warranty shall be furnished to KCTCS upon delivery of the equipment or product. . Costs/Pricing 5.1. General Pricing Rules Each Supplier is required to submit pricing as part of its response. By submitting a response, the Supplier agrees that it has read, understood, and will abide by the following instructions/rules: 1. The submitted pricing must include all costs of performing pursuant to the resulting contract; and 2. Bids containing a minimum order/ship quantity or dollar value, unless otherwise called for in the Invitation to Bid, will be treated as non-responsive and will not be considered for award; and 3. The Supplier is required to provide net prices. In the event there is discrepancy between a Supplier’s unit price and extended price, the unit price shall govern; 4. The prices quoted and listed in the response shall be firm throughout the initial term of the resulting contract, unless otherwise noted in the Invitation to Bid or contract; and 5. All product deliveries will be F.O.B. destination and all shipping charges will be negotiated upon quote request; and 6. Responses containing prepayment and/or progress payment requirements will be determined non-responsive; and 7. Responses requiring payment from KCTCS in less than thirty (30) days will be considered non-responsive; and 8. KCTCS is exempt from certain taxes and no provision for such taxes should be included in the Supplier’s response. 5.2 Cost Structure It is the intent of KCTCS to structure the cost format in order to facilitate comparison among all Suppliers and foster competition to obtain the best market pricing. Consequently, KCTCS requires that each Supplier’s cost be structured as directed in the Invitation to Bid. Additional alternative cost structures will not be considered. Invitation to Bid KCT-01346 KCTCS Revised 05/2019 8 of 14 6. Award 6.1. Method KCTCS intends to award a contract to one or more responsive and responsible Supplier(s), based on Best Value, who meets the Terms, Conditions, and Specifications of this Invitation to Bid. If it is not feasible to make an award in the manner proposed, KCTCS reserves the right to change the method of award. Best Value - Ranking Approach: with the ranking approach, price is one of the measurable criteria components of the solicitation. The measurable criteria are added together to determine the Supplier's total score. The Supplier with the highest score has the highest ranking. Award is made to the Supplier with the highest ranking. If there is only one best value response to the solicitation, the evaluation process will be waived and award will be made to the only responsive, responsible Supplier. 6.2. Measurable Criteria TOTAL POINTS 100 Points Each Supplier is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each Supplier the maximum score based on the available data submitted by the Supplier. SUPPLIER MUST ENTER PERCENTAGE DISCOUNT ON THE BID SHEET. Price/Percentage discount (100 Points) The bidder with the highest percentage discount receives the maximum score. The bidder with the next highest percentage discount receives points by dividing the highest percentage discount by the next highest percentage discount and multiplying that percentage by the available points. For example, 100 points is allocated to the highest percentage discount for this procurement, Bidder “A” bids 20% as the highest percentage discounts and receives the maximum 100 points (0.20 / 0.20 = 1.00 x 100 = 100). Assume Bidder “B” is the next highest percentage discount bidder at 10%, then “B” receives 50 points (0.10 / 0.20 = 0.50 x 100 = 50). Best Value scoring is subject to Reciprocal Preference for Kentucky resident Suppliers. 6.3. Selection KCTCS reserves the right to: (a) reject any and all responses, in whole or in part; (b) request clarifications from Suppliers; and (c) take any other action as permitted by law. Any contract award(s) resulting from the Invitation to Bid will be based on best value to the responsive and responsible Supplier(s) meeting all specifications. KCTCS reserves the right to select one or more Suppliers for award and to award all items to one or more Suppliers, individual line items to one or more Suppliers, or subcategories of products/services to one or more Suppliers when to do so is in the best interest of KCTCS. Awarded supplier should not assume they will be the only supplier providing a specific brand/manufactured product to KCTCS. KCTCS reserves the right to not award a multi-year price contract, but still award the equipment in section 11 that is needed immediately. 6.4. Consideration To be considered for award of a contract, the Supplier must be in good standing with KCTCS System Office regarding past performance. In order to be considered for an award, Supplier cannot have had a contract with KCTCS that was not renewed or terminated early (unless at the Supplier’s request) for performance reasons within the previous twelve (12) months (from the bid opening date on this bid event). 6.5. Kentucky Reciprocal Preference Laws In accordance with KRS 45A.494, a resident bidder of the Commonwealth of Kentucky shall be given a preference against a nonresident bidder. In evaluating proposals, the University will apply a reciprocal preference against a bidder submitting a proposal from a state that grants residency preference equal to the preference given by the state of the nonresident bidder. Resident bidder and nonresident bidder shall be defined in accordance with KRS 45A.494(2) and 45A.494(3), respectively. Any Respondent claiming Kentucky residency status shall submit with its proposal a notarized affidavit affirming that it meets the criteria as set for in the above referenced statute. Invitation to Bid KCT-01346 KCTCS Revised 05/2019 9 of 14 6.6. Public Award Notice The solicitation results will be posted at the link below. No Supplier should assume personal notice of the solicitation results will be provided by KCTCS. https://systemoffice.kctcs.edu/vendor_information/opportunities_to_bid/index.aspx
7. Contract Terms and Conditions The contract that KCTCS expects to award as a result of this Invitation to Bid will be based upon the Bid, the awarded Supplier’s final response as accepted by KCTCS and the contract terms and conditions, which terms and conditions can be downloaded from: https://systemoffice.kctcs.edu/vendor_information/general_terms_and_conditions.aspx.
The awarded Supplier will be responsible for compliance with all applicable Federal, State and Local Laws, Regulations and Mandates. The awarded Supplier shall ensure that all of its employees comply with these Federal, State and Local Laws, Regulations and Mandates. 7.1. Supplier’s Terms & Conditions Responses submitted that include any additional Supplier terms or conditions or contain terms and conditions in conflict with the Statutes of the Commonwealth of Kentucky may be deemed non-responsive. Suppliers must refrain from imposing conditions that would modify the terms and conditions of the solicitation or limit the Supplier’s liability to KCTCS on the contract awarded on the basis of such Invitation. Additionally, Suppliers must refrain from electronically modifying the terms within the bid document. 7.2. Contract Term The initial term of the contract will be for 1 year(s) from the execution date of the contract with 4 one (1) year renewal periods upon mutual agreement. Renewal will be accomplished through the issuance of a KCTCS Amendment. In the event that the contract resulting from the award of this Invitation to Bid shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, KCTCS may, with the written consent of the awarded Supplier, extend the contract for such period of time as may be necessary to permit KCTCS’s continued supply of the identified products and/or services. The contract may be amended in writing from time to time by mutual consent of the parties. Unless this Invitation to Bid states otherwise, the resulting award of the contract(s) does not guarantee volume or a commitment of funds. 7.3. Contract Termination The contract resulting from this Invitation to Bid shall be subject to the following termination provisions: • for default • for Supplier bankruptcy • for unavailability of funds • KCTCS may terminate the contract at any time if KCTCS determines that funding is no longer available to support this project/enterprise. • mutual agreement • otherwise as specifically provided by the contract • non performance o Failure to provide satisfactory quality of service, including, failure to maintain adequate personnel or personnel control, whether arising from labor or service disputes, or otherwise any substantial change in ownership or proprietorship of the Supplier, which in the opinion of KCTCS is not in its best interest, or failure to comply with the terms of this contract. o Failure to keep or perform, within the time period set forth herein, or violation of, any of the covenants, conditions, provisions or agreements herein contained. 7.4. 90-Day Probationary Period The awarded Supplier will be given 90 days from the date of award of contract, to meet and adhere to all terms, specifications and conditions of this contract. Failure to meet the outlined criteria may be cause for cancellation. 7.5. Contract Assignment The awarded Supplier is prohibited from assigning, transferring or subletting the contract or its rights, title or interest or its power to execute the contract to any other person, company or corporation without written approval of the authorized personnel of KCTCS. In the event of a change in company ownership, KCTCS reserves the right to re-advertise the contract. 7.6. Subcontracting If providing services, no part of the service may be subcontracted without prior approval of the authorized personnel of KCTCS, or unless approved in writing prior to the award of the contract. https://systemoffice.kctcs.edu/vendor_information/opportunities_to_bid/index.aspx https://systemoffice.kctcs.edu/vendor_information/general_terms_and_conditions.aspx
Invitation to Bid KCT-01346 KCTCS Revised 05/2019 10 of 14 7.7. Additional Related Products/Services KCTCS reserves the right to add additional related products/services based on the original offer. Upon mutual consent of KCTCS and the awarded Supplier on pricing, performance, etc., said additional services may be added to the contract. KCTCS reserves the right to remove services to the contract if it is in the best interest of KCTCS to do so. Any contract changes will be incorporated as a written modification to the contract. 7.8. Contract Non-Exclusion KCTCS reserves the right to purchase the same or similar product/services from other sources. KCTCS will not limit product/services to that furnished by the awarded Supplier. 7.9. Events Beyond Control Anything herein to the contrary notwithstanding, KCTCS shall not be liable or responsible for any failure to furnish the services set forth in this Invitation to Bid and the contract, occasioned by strike or other work stoppage, federal, state or local government action, breakdown or failure of apparatus, equipment or machinery employed in supplying services, any temporary stoppage for the repair, improvement, or enlargement thereof, or any act or condition beyond its reasonable control. 8. List of Invitation to Bid Attachments The following documents make up this Invitation to Bid. Any difficulty locating or accessing the following documents should be immediately reported to the Issuing Officer. A. KCTCS Invitation to Bid (this document) 9. Supplier Registration The awarded bidder will be contacted to register as a new supplier with KCTCS if not existing in our database. 10. Special Terms 10.1. Quotations, Invoicing & Payment Quotes provided to colleges must include the following: a. KCTCS Contract # b. Item/product # that matches the price list on file with KCTCS c. Clearly stated manufacturer list price and contract pricing d. Any additional educational discounts e. Installation & detailed training if applicable f. Negotiated freight charges g. Delivery time h. No Supplier terms and conditions that contradict the terms of this contract i. Address and email of where to send the PO Awarded Supplier is to submit proper invoices to Accounts.Payable@kctcs.edu
. To avoid delay in payment the following items are to be included on each invoice: a. Purchase order number b. Ship-to-address c. Purchase order item/catalog number d. Clearly stated item cost e. Remit-to-address f. Contact information Payment will be made within 30 days after invoice is received and each shipment is completed without issues. If invoice does not include all of the above it will cause undue delay in payment and may be cause for cancellation of contract. 10.2. Installation, Training & Freight Installation, and freight charges, if required, will be negotiated with Supplier at the time requested quote. Prices are to be FOB DESTINATION. Invitation to Bid KCT-01346 KCTCS Revised 05/2019 11 of 14 10.3. Basis of Price Quotations-Manufacturers Published Price List The Bidder’s response must be on the full line of manufacturer equipment. In addition, during the life of the resultant contract(s), successful Supplier shall inform KCTCS in writing of any new sub-lines or series of product that the manufacturer may have added. Prices must be based on a discount from the manufacturers published price list(s). Price list(s) should be clear and in PDF or Word format so that the search tool can be utilized. Bidders should include the manufacturer’s published list pricing with their bid response in electronic format provided via CD or USB thumb drive format. If requested the bidder or successful Supplier shall provide additional manufacturer list pricing information for bid evaluation and/or any time throughout duration of resultant contract in electronic form as requested by the KCTCS. Any deviations in discounts from various price lists must also be stated clearly on the Form of Proposal. Bidders shall include a statement with their response indicating the name and year of the current price list on which their bid is based. Price Changes: Prices will be based on the manufacturers published price list and will only be changed as the price list is changed from general distribution. The proposed price changes must be delivered to KCTCS Procurement to Payment Services. Prices will be changed as new manufacturers printed prices are received by KCTCS Procurement to Payment Services and an Amendment to Contract is issued. This will apply to price changes either plus or minus. Original quoted percentage discounts must remain the same throughout the life of the Price Contract. Special Prices during contract term: This Price Contract will not preclude KCTCS from accepting special price considerations when offered by the Supplier due to quantity, seasonal, promotional inducements, or other. 10.4. Shipments Damaged Materials: When an order is received and found damaged, the Supplier will be notified immediately concerning the course of action necessary to resolve the situation. Should replacement materials be required, said material will be replaced within ten (10) working days, unless there is just cause shown that this requirement cannot be met. A notice of disposition for damaged materials will also be required within ten (10) working days, or KCTCS, will dispose of, or return, said materials at their convenience. Over/Incorrect shipments: It is the responsibility of the Supplier to initial movement of said materials from the premises and send replacement materials within ten (10) working days, unless there is just cause shown that this requirement cannot be met. Failure by KCTCS to receive disposition instructions will result in a collect return shipment to the Supplier. Invitation to Bid KCT-01346 KCTCS Revised 05/2019 12 of 14 11. Form of Proposal Group A Manufacturer Percentage Discount Pricing The cost sheet below includes multiple manufacturers/brands for medical simulation training equipment, software and accessories . Bidder must provide their best percentage (%) discount from the current manufacturer’s price list for the brands indicated below. This will be the discount provided on all potential future orders for medical simulation training equipment, software and accessories. There is not any one piece of specific equipment being requested, thus there are not any specifications. Bidders do not have to bid on every manufacturer/brand to be considered for award of a contract. Indicate N/A for no bid. Bidder percent “range” will not be accepted (i.e. 12-15%). A space has been provided for any exceptions/comments. Line Manufacturer (contract will include mfg. products and accessories) % Discount from published manufacturer's list price **Manufacturer or Dealer? *Required Field* 1 Percentage offered off ALL Medical Simulator Brands % And/Or, list the manufacturer brand below and insert percentage offered. 2 Anatomage Virtual Dissection Table % 3 Anatomage VR % 4 Anatomage eBooks % ALTERNATE MEDICAL TRAINING SYSTEM Brands to be listed below 5 % 6 % 7 % 8 % 9 % 10 % Comments: Invitation to Bid KCT-01346 KCTCS Revised 05/2019 13 of 14 Group B - First Purchase Order Provide the costs below for a Purchase Order that is needed immediately for one of our colleges. This discounts should be reflective of the percentage discounts provided in section A. Additional educational discounts are acceptable. Once the price contract is awarded, it is the intent of KCTCS to issue its first Purchase Order. KCTCS reserves the right to not issue this Purchase Order in the event the college no longer requires this equipment. Bidder must bid on all items within the group below to be considered for award. Alternate products not accepted for the first purchase order. Line Item #/ Description Qty Unit Cost Extended Cost 1 Anatomage Table Convertible: Life-size 3D virtual dissection table that flips up into a vertical position 1 $ S 2 Crate - Convertible: Custom heavy duty wooden crate - can be used to safely transport Table when needed 1 $ S 3 Medical Design Studio 1 $ S 4 Online Training 1 $ S 5 1st Year Warranty, Software Upgrade, Tech Support 1 $ S 6 Freight/shipping charges (must include all costs for delivery, no hidden fees)– Delivery to SOMERSET COMMUNITY COLLEGE, 808 MONTICELLO ST., SOMERSET, KY 42501 $ GRAND TOTAL $ Warranty: _________________________________________________________________________________________ Write in the number of days for delivery from receipt of PO: ________________________________________________ *Grant Purchase requires delivery by September 30, 2022* Invitation to Bid KCT-01346 KCTCS Revised 05/2019 14 of 14 12. Business Classification This section is for informational purposes. Select all that apply (does not apply to publicly traded entities). o Minority Business Enterprise/MBE (please choose one sub-classification at right): Defined as a business at least 51% owned by one or more African-Americans, Hispanics, Native Americans, Asian Pacific Americans, Asian Indian Americans, and other groups as defined by Federal law. o Hispanic-American o African-American o Asian-American o American Indian o Other (explain): o Women-Owned Business Enterprise/WBE Defined as a business at least 51% owned by one or more women. o Disadvantaged Business Enterprise/DBE Defined as a business at least 51% owned by at least one differ- ently- abled, socially, or economically disadvantaged individual as defined by Federal law. o Veteran Owned Business/VOB Defined as a business at least 51% owned and operated by a service veteran. o Disadvantaged Veteran Owned Business/DVOB Defined as a business at least 51% owned and operated by a service veteran with a service-related disability of at least 10 percent. o None of the Above o Other (Explain): 13. Supplier Checklist Supplier Bid Submission Checklist: Supplier is responsible for meeting all bid requirements (including those not listed below): YES NO : Pg. 1 – Invitation to Bid completed & signed YES NO : Section 3.1 – If applicable, included authorized dealer/distributor letter YES NO : Section 6.5 – If applicable, completed forms included if claiming reciprocal preference YES NO : Per Section 7.1. Supplier did not include their own terms and conditions YES NO : Section 10.4, Manufacturer’s published pricing catalog on CD/flash drive included in bid packet or via email YES NO : Section 11, Form of Proposal completed in its entirety – no incomplete sections YES NO : Supplier meets all requirements throughout the Invitation to Bid