Uninterruptible Power Supply (UPS) System and Battery Replacement

DATE: January 23, 2023 Dear Supplier: Enclosed you will find Request for Proposals (RFP) # KL-23-020 for the acquisition of Uninterruptible Power Supply (UPS) System and Battery Replacement on behalf of the Kentucky Lottery Corporation (KLC). To assist you in the completion of the Proposal package the following information is provided as a summary of what is required to have your response considered valid: 1. The deadline to respond to this RFP is 02/14/2023 at 10:00 A.M. ET. Electronic e- mailed Proposals are not acceptable. 2. Your Proposal must contain original signatures. Signature stamps are not acceptable. 3. Your Proposal must follow the enclosed RFP format. Substitutes are not acceptable. 4. All questions regarding this RFP must be addressed only to the Buyer that is identified in the Proposal packet. 5. Any and all discounts for which the KLC may be entitled should be identified in your response. 6. In signing the RFP form located as part of Section 9.1 herein, you affirm to

the KLC your authority to make an offer on behalf of your organization. 7. Refer to Part VIII for a summary of all the Proposal submission requirements. The KLC encourages competition in all of its procurements and welcomes suggestions on ways to improve our procurement process. Any suggestions should be addressed to my attention. Thank you for your interest in the Kentucky Lottery Corporation. Respectfully, Darrell E. Wilson Darrell E. Wilson, CPPB, CPM Director of Purchasing Bmw KENTUCKY LOTTERY CORPORATION REQUEST FOR PROPOSALS (RFP) Solicitation No.: KL-23-020 Date Issued: January 23, 2023 Goods or Services: Uninterruptible Power Supply (UPS) System and Battery Replacement Name of Buyer: LaRon Hobson Area Code: 502 Telephone No.: 560.1767 PROPOSAL DUE DATE: February 14, 2023 TIME: 10:00 AM ET E-Mail Address: LaRon.Hobson@kylottery.com ISSUER: KENTUCKY LOTTERY CORPORATION 1011 WEST MAIN STREET LOUISIVILLE KY 40202-2623 ATTENTION: PURCHASING DEPARTMENT WEBSITE: www.kylottery.com Bmw KL-23-020 i TABLE OF CONTENTS PART I - INTRODUCTION ...................................................................................................................... 1 1.1 PURPOSE .................................................................................................................................... 1 1.2 ISSUING OFFICE & BUYER ................................................................................................... 1 1.3 SUMMARY OF KEY DATES AND DEADLINES ................................................................. 1 PART II SOLICITATION INSTRUCTIONS AND GENERAL CONDITIONS ............................. 2 PART III SPECIAL CONDITIONS ...................................................................................................... 2 3.1 CONTRACT TERM ................................................................................................................... 2 3.2 DURATION OF PROPOSAL .................................................................................................... 2 3.3 SUBCONTRACTING ................................................................................................................ 2 PART IV QUALIFICATIONS AND OBLIGATIONS OF OFFERORS ........................................... 2 4.1 EXPERIENCE AND REFERENCE ......................................................................................... 2 4.2 ACCOUNTING RECORDS ...................................................................................................... 3 4.3 INDEMNIFICATION ................................................................................................................ 3 4.4 INSURANCE ............................................................................................................................... 3 4.5 EQUAL EMPLOYMENT OPPORTUNITY ........................................................................... 3 4.6 EQUAL BUSINESS OPPORTUNITY PROGRAM ................................................................ 4 4.7 KLC BUSINESS CODE OF CONDUCT ................................................................................. 4 4.8 SUPPLIER PROFILE ................................................................................................................ 4 4.9 REGISTRATION WITH THE SECRETARY OF STATE BY A FOREIGN ENTITY ..... 4 PART V EVALUATION OF PROPOSALS ......................................................................................... 5 5.1 EVALUATION COMMITTEE ................................................................................................. 5 5.2 EVALUATION CRITERIA....................................................................................................... 5 5.3 RECIPROCAL PREFERENCE for KENTUCKY RESIDENT BIDDERS & PREFERENCE FOR QUALIFIED BIDDERS ....................................................................... 6 5.4 INITIALL PASS/FAIL REVIEW ............................................................................................. 8 5.5 TECHNICAL EVALUATION .................................................................................................. 8 5.6 PRICE EVALUATION .............................................................................................................. 8 5.7 COMBINED SCORING............................................................................................................. 8 5.8 DISCUSSIONS ............................................................................................................................ 8 5.10 RECOMMENDATION FOR AWARD .................................................................................... 9 5.11 CONTRACT NEGOTIATIONS ............................................................................................... 9 5.12 AWARD OF CONTRACT ......................................................................................................... 9 5.13 NOTICE OF AWARD ................................................................................................................ 9 PART VI SCOPE OF WORK ................................................................................................................ 9 6.1 BACKGROUND ......................................................................................................................... 9 KL-23-020 ii 6.2 STATEMENT OF WORK ....................................................................................................... 10 6.3 MINIMUM SPECIFIC REQUIREMENTS ........................................................................... 10 6.5 COMPLIANCE/EXCEPTIONS .............................................................................................. 12 PART VII PRICING ............................................................................................................................. 12 7.1 PRICING SCHEDULE ............................................................................................................ 12 PART VIII SUBMISSION REQUIREMENTS .................................................................................. 12 8.1 MANDATORY SUBMISSIONS ............................................................................................. 12 PART IX COMPLETION REQUIREMENTS ................................................................................... 13 9.1 PROPOSAL CERTIFICATIONS ........................................................................................... 13 9.2 OFFEROR CONTACT INFORMATION ............................................................................. 14 9.3 DELIVERY OF PROPOSALS TO THE KLC ...................................................................... 14 KL-23-020 1 Revised 2022 PART I - INTRODUCTION 1.1 PURPOSE The purpose of this Request for Proposals (hereafter RFP or Solicitation) is for the Kentucky Lottery Corporation (KLC) to enter into one or more contracts for removal and replacement of UPS system and battery(s), as specified in Part VI (SCOPE OF WORK). For the purposes of this Solicitation, any purchase order issued as a result of this Solicitation shall be considered a contract. (Hereafter, any reference to Successful Offeror shall include Successful Offerors in the event more than one contract is awarded.) 1.2 ISSUING OFFICE & BUYER This Solicitation is issued by the KENTUCKY LOTTERY CORPORATION, Purchasing Department, 1011 West Main Street, Louisville, Kentucky 40202-2623, Our website is located at: www.kylottery.com The Buyer and point of contact for all questions or requests for additional information regarding this Solicitation is: LaRon Hobson TEL. NO.: 502.560.1767 Email: LaRon.Hobson@kylottery.com OFFERORS SHALL NOT CONTACT ANY KLC EMPLOYEE, OFFICER, OR DIRECTOR OTHER THAN THE BUYER REGARDING THIS SOLICITATION UNTIL AFTER THE AWARD OF A CONTRACT. ANY SUCH UNAUTHORIZED CONTACT MAY RESULT IN OFFEROR BEING DISQUALIFIED FROM FURTHER CONSIDERATION. 1.3 SUMMARY OF KEY DATES AND DEADLINES 01/23/2023 - Solicitation issue date 01/30/2023 1/31/2023 Mandatory Site visits 02/03/2023 - Deadline for receipt of final written questions 10:00 AM ET (Emailed questions will be accepted) 02/07/2023 - Issuance of written responses to questions (Addendum). (Offerors not receiving notification of an Addendum by the third business day following the date of issuance of the Addendum, should contact the Buyer identified above) 02/14/2023 - Deadline for receipt of Proposals is 10:00 AM ET Mandatory Site Visits: Mandatory Site Visits shall only be allowed on the dates listed above from 9:00 AM to 4:00 PM ET. Please confirm your time via email with LaRon Hobson at LaRon.Hobson@kylottery.com The KLC reserves the right to change any of the dates or times. If any changes are made to the original Solicitation, the changes will be posted on the KLC website. Offerors shall be responsible for monitoring the website for changes throughout this Solicitation process. Unless otherwise requested by the Offeror. http://www.kylottery.com/ mailto:LaRon.Hobson@kylottery.com KL-23-020 2 Revised 2022 PART II SOLICITATION INSTRUCTIONS AND GENERAL CONDITIONS This Solicitation is issued pursuant to Section III.C of the KLCs Procurement Procedures. All Offerors must abide by the KLCs Solicitation Instructions, and General Conditions dated July, 2013, which are incorporated by reference and are attached as Attachments A & B. Offerors should note the date on the documents to determine whether revisions have been made since the Offeror last responded to a Solicitation. PART III SPECIAL CONDITIONS 3.1 CONTRACT TERM The initial term of any contract resulting from this Solicitation shall begin on the date set forth in the contract and continue for a period of one (1) year. The contract may be renewed, at the option of the KLC, on an annual basis for four (4) additional years upon terms and conditions mutually agreeable to the parties, for a total contract period not to exceed five (5) years. The KLC reserves the right to negotiate different contract terms, provided the total contract period does not exceed the maximum number of years set forth above. 3.2 DURATION OF PROPOSAL Unless otherwise agreed, all Proposals shall be binding for one-hundred and eighty (180) calendar days from the Proposal due date. 3.3 SUBCONTRACTING Subcontractors may be used in providing the good or services pursuant to this Solicitation; however, all subcontractors must be approved in advance by the KLC. Any contractor intending to use subcontractors shall identify each subcontractor or freelance contractor and provide a detailed description of the work to be performed in its Statement of Work. If the KLC approves use of subcontractors, the subcontractors shall also be subject to the terms and conditions of this Solicitation and any subsequent contract. PART IV QUALIFICATIONS AND OBLIGATIONS OF OFFERORS 4.1 EXPERIENCE AND REFERENCE The Successful Offeror must have experience in providing the goods or services specified in this Solicitation and must furnish proof of that experience to the satisfaction of the KLC. Therefore, all Offerors shall provide the KLC with a minimum of three (3) references for which the Offeror supplied goods or services similar to those being sought by this Solicitation. For each reference listed, the following information must be provided: