Request for Quotes 2026-01 - Georgetown Fire Department Training Center Staircase Fabrication (PDF)

Location:	Kentucky
Posted:	Mar 17, 2026
Due:	Mar 31, 2026
Agency:	City of Georgetown, Kentucky
Type of Government:	State & Local
Category:	42 - Fire Fighting, Rescue, and Safety Equipment 54 - Prefabricated Structures and Scaffolding 69 - Training Aids and Devices U - Education and Training Services
Publication URL:	To access bid details, please log in.

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FORMAL QUOTE REQUEST #2026-01

GEORGETOWN FIRE DEPARTMENT

TRAINING CENTER STAIRCASE FABRICATION

FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM

INTRODUCTION

The City of Georgetown, Kentucky hereby seeks formal quotes for a Fire Station Training Center Stair

Fabrication to be provided in accordance with the terms, conditions, and specifications as set forth in this

Request for Formal Quotes. The formal quote requirements and specifications begin on page 9 of this

Request for Formal Quotes.

FORMAL QUOTE SUBMISSION

The City of Georgetown, Kentucky (the “City”) accepts formal quotes via email to Stacey Clark at

stacey.clark@georgetownky.gov or hand delivery to the City of Georgetown Finance Department at 1000

W Main Street, Suite 3, Georgetown, KY 40324. All formal quotes, and inquiries related thereto, shall be

directed to Stacey Clark via email at stacey.clark@georgetownky.gov. Email submission is preferred.

Formal quotes will be received via email or hand delivery until 4:00 PM, prevailing local time, on Tuesday,

March 31, 2026. All forms and information in this Request for Formal Quotes must be included and

submitted by the due date. All formal quotes and submitted information become the property of the City

and will not be returned to the vendor. It is not the intention of the specifications contained herewith to

eliminate any vendor; however, quoted items must equal or exceed stated specifications.

Formal quotes received after this date and time may not be accepted. It is the sole responsibility of the

vendor to assure that the formal quote is submitted via email or hand delivered before the submission

deadline. Typed quotes are preferred; however, if handwritten, the sheets must be legible. Information

that is illegible may result in the rejection of the formal quote.

Formal quotes, once submitted, shall remain firm and open to acceptance by the City for a minimum

period of sixty (60) calendar days. The City may request a letter from vendors granting an extension of the

60-day period.

The City reserves the right to reject any and all quotes, and to waive irregularities and/or minor immaterial

defects in submitted quotes when such waiver is determined by the City to be in its best interest. Minor

exceptions to the specifications established herein shall be listed in detail on a separate sheet and

attached to the quote. The City shall determine whether any exception is minor.

Formal quote submission does not constitute a contract for goods and/or services with the City.

Submission of and signature on a formal quote constitutes acceptance by the vendor of the terms,

conditions, and requirements set forth in this Request for Formal Quotes.

FORMAL QUOTE REQUEST #2026-01

GEORGETOWN FIRE DEPARTMENT: TRAINING CENTER STAIRCASE FABRICATION

FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM

GENERAL PROVISIONS

1. Compliance with Laws and Regulations: Each vendor shall comply with all applicable Federal,

State, and Local laws and/or regulations concerning the type of goods and/or services being

procured under this Request for Formal Quotes, which are deemed to be incorporated herein by

reference.

The selected vendor agrees to comply with all statutes, rules, and regulations governing safe and

healthful working conditions, including the Occupational Health and Safety Act of 1970, 29 U.S.C.

650 et seq., as amended, and KRS Chapter 338. The selected vendor also agrees to notify the City

in writing immediately upon detection of any unsafe and/or unhealthful working conditions at the

job site. The selected vendor agrees to indemnify, defend, and hold the City harmless from all

penalties, fines, or other expenses arising out of the alleged violation of said laws.

2. Equal Opportunity Statutes: The City is an equal opportunity employer and does not discriminate

on the basis of race, color, religion, sex, national origin, age, marital status, physical or mental

disability, sexual orientation, gender identity, or any other characteristic protected by law. The

City is also committed to employing only United States citizens and aliens who are authorized to

work in the United States. The City complies with the Immigration Reform and Control Act of 1986.

Therefore, the selected vendor must demonstrate to the satisfaction of the City that it also

conforms to all Federal, State, and Local Equal Opportunity statutes. Further, the selected vendor

will reimburse the City for any damages incurred due to any violation of the above-mentioned

statutes by the vendor while under contract to the City.

3. Failure to Submit Required Documentation: Failure to submit ALL forms and information

required in this Request for Formal Quotes may be grounds for disqualification. At the time of

submission, each vendor will be presumed to have inspected the site(s), if necessary, and to have

read the scope and to be thoroughly familiar with the project plans and contract documents

(including any and all addenda). The failure or omission of any vendor to examine any form,

instrument, or document shall in no way relieve any vendor from any obligation with respect to

this Request for Formal Quotes.

4. Submittal of Additional Information: Vendors must provide manufacturer’s product literature, if

available and appropriate, with the formal quote submission. While not necessary, the vendor

may include any product brochures, software documentation, sample reports, or other

documentation that may assist the City in better understanding and evaluating the vendor’s

response. Additional documentation shall not serve as a substitute for other documentation

which is required by this Request for Formal Quotes to be submitted with the formal quote.

5. Indication of Compliance: Each vendor shall indicate compliance with either a “Yes” or a “No” for

each item specification. Blank spaces shall be considered an indication of non-compliance. Any

deviation from the specification(s), or case where submitted literature does not fully support

meeting the specification(s), must be clearly cited on the attached “EXCEPTIONS TO

SPECIFICATIONS AND/OR COMMENTS” page. No deviation below “minimum” specifications will

be accepted.

Page 2 of 13

FORMAL QUOTE REQUEST #2026-01

GEORGETOWN FIRE DEPARTMENT: TRAINING CENTER STAIRCASE FABRICATION

FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM

6. Changes/Alterations to Submittal: Each vendor may change or withdraw a formal quote at any

time prior to the submission deadline; however, no oral modifications will be allowed. Only

letters, or other formal written requests for modifications or corrections of a previously submitted

formal quote which is addressed in the same manner as the formal quote, and received by the

City prior to the scheduled deadline for receipt of formal quotes, will be accepted. The formal

quote, when opened, will then be corrected in accordance with such written request(s).

7. Clarification of Submittal: The City reserves the right to obtain clarification of any point in a formal

quote or to obtain additional information from a vendor.

8. Formal Quote Reservations: The City reserves the right to reject any or all formal quotes, to award

in whole or part, and to waive minor immaterial defects in formal quotes. The City reserves the

right to award contracts based on the best interest and/or most advantageous option for the City

of Georgetown. The City may also consider any alternative formal quote that meets its basic

needs.

9. Vendor’s Qualifications: Each vendor must demonstrate, to the satisfaction of the City, that its

firm/company has adequate equipment, personnel, experience and understanding of the

specifications to perform service under the contract to be awarded.

No contract will be awarded to any vendor who, in the opinion of the City, is not qualified to

perform satisfactorily due to a previously unfavorable performance, reputation or lack of

experience, capital, organization, equipment, and/or personnel to conduct and complete the

services in accordance with the terms and conditions of the contract.

The selected vendor must comply with the City’s ordinances relating to Occupational License Fees,

Business Licenses, payroll and net profits, and any other ordinances which may apply to any

particular formal quote package.

10. "Or Equal" Clause: Whenever a material, article or piece of equipment is identified on the plans

or in the specifications by reference to manufacturer's or vendors' names, trade names, catalog

numbers, etc., it is intended merely to establish a standard; any materials, articles or equipment

of other manufacturers and vendors which will perform adequately the duties imposed by the

general design will be considered equally acceptable provided the material, article or equipment

so proposed is, in the opinion of the City, of equal substance and function.

11. New Goods, Fresh Stock: Unless otherwise specifically stated, all vendors shall provide new

commodities, fresh stock, latest model, design, or package.

12. Vendor Preference: Pursuant to KRS 45A.494, which is incorporated herein by reference: “A

resident vendor of the Commonwealth shall be given a preference against a nonresident vendor

registered in any state that gives or requires a preference to vendors from that state. The

preference shall be equal to the preference given or required by the state of the nonresident

vendor.”

Page 3 of 13

FORMAL QUOTE REQUEST #2026-01

GEORGETOWN FIRE DEPARTMENT: TRAINING CENTER STAIRCASE FABRICATION

FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM

13. No Liability: The City is not liable for any expenses or costs incurred in connection with the

preparation of formal quotes.

14. Method of Procurement: Procurement for goods and/or services pursuant to this Request for

Formal Quotes shall be in conformance with Purchasing Policies as adopted by the City Council

for the City of Georgetown, Kentucky. Questions regarding the proper procurement method(s)

should be submitted via email to stacey.clark@georgetownky.gov.

15. Open Records Laws: At the time a formal quote is submitted to the City, vendor shall identify any

information that is submitted as part of the formal quote that is proprietary or confidential in

nature and not subject to release for public inspection. The City will make its best effort to protect

any proprietary or confidential information to the extent allowable under the Kentucky Open

Records Act (KRS 61.870 to KRS 61.884).

16. Bribery Clause: By signature of an authorized agent on the formal quote, each vendor certifies

that no employee of the vendor’s firm, any affiliate or Subcontractor, has bribed or attempted to

bribe an officer or employee of the City.

17. Ambiguity, Conflict, or Errors in Request for Formal Quotes: If a vendor discovers any ambiguity,

conflict, discrepancy, omission or other such error in the Request for Formal Quotes, the vendor

shall immediately notify the City of such error in writing and request modification or clarification

of the document, if allowable by the City.

18. Pricing: All prices shall be quoted exclusive of any taxes. The City is exempt from Federal excise,

transportation, and/or Kentucky sales tax. Any items supplied DIRECTLY to the City from a supplier

and/or manufacturer are exempt from sales tax. Any items purchased by a contractor that will be

used in the fulfillment of a contract are NOT exempt from sales tax.

In case of a discrepancy in the extension of a unit price, the unit price shall govern the total price.

19. Delivery Schedule: Delivery date shall be specified on each proposed deliverable. The vendor will

be expected to fulfill the delivery as specified. All work shall be completed during the City’s normal

business hours of Monday – Friday from 8 am – 4 pm.

20. Payment: The formal quote must clearly state the payment terms, including prompt payment

discounts and payment due dates. Discounts should be figured into the unit price of the quoted

item. The City reserves the right to select the most beneficial terms.

21. Indemnification and Hold Harmless: The selected vendor covenants to save, defend, keep

harmless, and indemnify the City and all of its officers, departments, agencies, agents, and

employees from and against all claims, loss, damage, injury, fine, penalties, and costs including

court costs and attorney’s fees, charges, liability, and exposure however caused resulting from,

arising out of, or in any way connected with the vendor’s negligent performance or non-

performance of the terms of this Request for Formal Quotes and/or the contract to be awarded.

This provision shall in no way be limited by any financial responsibility or insurance requirements

and shall survive the termination of the contract to be awarded to the selected vendor.

Page 4 of 13

FORMAL QUOTE REQUEST #2026-01

GEORGETOWN FIRE DEPARTMENT: TRAINING CENTER STAIRCASE FABRICATION

FORMAL QUOTE DUE DATE: TUESDAY, MARCH 31, 2026, AT 4:00 PM

22. Ability to Meet Obligations: Each vendor affirmatively states that there are no actions, suits or

proceedings of any kind pending against the vendor or, to its knowledge, threatened against the

vendor before or by any court, governmental body or agency or other tribunal or authority which

would, if adversely determined, have a materially adverse effect on the authority or ability of

vendor to perform its obligations under the contract to be awarded pursuant to this Request for

Formal Quotes, or which question the legality, validity, or enforceability hereof or thereof.

23. Agreement to Request for Formal Quotes Terms: In submitting a formal quote, each vendor

agrees that it has carefully examined the project site(s), if necessary, specifications, and all

provisions relating to the services to be performed attached hereto and made a part of the formal

quote (including any and all addenda). The failure or omission of any vendor to examine any form,

instrument, or document shall in no way relieve any vendor from any obligation with respect to

this formal quote. By acceptance of a contract under this Request for Formal Quotes, the selected

vendor states that it understands the meaning, intent, and requirements of the Request for

Formal Quotes and agrees to the same. The selected vendor shall warrant that it is familiar with

and understands all provisions herein and shall warrant that it can comply with them. No

additional compensation to the selected vendor shall be authorized for services or expenses

reasonably covered under these provisions that the vendor omits from its formal quote.

24. Method of Award: The award will be based upon the lowest responsive and responsible LUMP

SUM FORMAL QUOTE. The City reserves the right to consider, as a part of the formal quote

evaluation, the stated warranty, stated delivery schedule, service, features, upgrades, and

payment terms.

25. Standard Contract: The selected vendor will be required to sign a contract for goods and/or

professional services with the City within fourteen (14) days of the “Notice of Award.” The

contract will contain terms and conditions that include, but are not limited to, the term and

duration, a sworn statement regarding campaign finance laws, a provision indicating that the

vendor and its employees or agents are not employees of the City, a termination clause, an

additional termination clause of those agreements covering multiple fiscal years in the event that

sufficient funds are not appropriated as part of the budget process, provision that Kentucky law

applies to interpretation of the agreement and any disputes and that venue shall be Scott County,

KY, and a provision that the services cannot be assigned without the prior approval of the City.

A “Notice to Proceed” will be issued once the agreement has been signed by both parties and all

required paperwork herein described is received by the City.

26. Default; Termination: In the event that any of the provisions of this Request for Formal Quotes

and/or the contract to be awarded are violated by the selected vendor, such breach shall

constitute a default. In the event of a default, the City may serve written notice upon the vendor

of its intention to terminate the contract, such notice to contain the reasons for such intention to

terminate. Unless within ten (10) days after the serving of such notice upon the vendor such

violation or delay shall cease and satisfactory arrangement of correction be made, the contract

shall, upon the expiration of said ten (10) days, cease and terminate.

Page 5 of 13

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Request for Quotes 2026-01 - Georgetown Fire Department Training Center Staircase Fabrication (PDF)

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