Formal Quote 2026-03 - Pavement Management

Location:	Kentucky
Posted:	May 8, 2026
Due:	May 22, 2026
Agency:	City of Georgetown, Kentucky
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Publication URL:	To access bid details, please log in.

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FORMAL QUOTE REQUEST #2026-03

CONSULTING SERVICES FOR THE AUTOMATED PAVEMENT CONDITION

SURVEY AND PAVEMENT MANAGEMENT SYSTEM DEVELOPMENT

FORMAL QUOTE DUE DATE: FRIDAY, MAY 22, 2026, AT 4:00 PM

INTRODUCTION

The City of Georgetown, Kentucky, hereby seeks formal quotes for consulting services for the Automated

Pavement Condition Survey and Pavement Management System Project 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 Karyn Leverenz at

Karyn.Leverenz@georgetownky.gov or hand delivery to the City of Georgetown, 117 N Water Street,

Georgetown, KY 40324. All formal quotes and inquiries related thereto shall be directed to Karyn Leverenz

via email at Karyn.Leverenz@georgetownky.gov.

Formal quotes will be received via email or hand-delivery until 4:00 PM on Friday, May 22, 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 herein to eliminate any vendor; however,

quoted items must meet or exceed the stated specifications.

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

to ensure 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 #2026-03

CONSULTING SERVICES FOR AUTOMATED PAVEMENT CONDITION SURVEY AND PAVEMENT

MANAGEMENT SYSTEM DEVELOPMENT

FORMAL QUOTE DUE DATE: FRIDAY, MAY 22, 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 14

FORMAL QUOTE REQUEST #2026-03

CONSULTING SERVICES FOR AUTOMATED PAVEMENT CONDITION SURVEY AND PAVEMENT

MANAGEMENT SYSTEM DEVELOPMENT

FORMAL QUOTE DUE DATE: FRIDAY, MAY 22, 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 14

FORMAL QUOTE REQUEST #2026-03

CONSULTING SERVICES FOR AUTOMATED PAVEMENT CONDITION SURVEY AND PAVEMENT

MANAGEMENT SYSTEM DEVELOPMENT

FORMAL QUOTE DUE DATE: FRIDAY, MAY 22, 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 Karyn.Leverenz@georgetownky.gov.

15. Open Records Laws: At the time a formal quote is submitted to the City, the 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. Insurance Requirements: The selected proposer covenants and agrees to maintain and keep in

force during the term of the contract (to be awarded) insurance policies in the following minimum

amounts:

Type of Insurance

Workers’ Compensation

_______Limits

___________________

As required by KRS 342 and

Employer Liability Coverage

Page 4 of 14

FORMAL QUOTE REQUEST #2026-03

CONSULTING SERVICES FOR AUTOMATED PAVEMENT CONDITION SURVEY AND PAVEMENT

MANAGEMENT SYSTEM DEVELOPMENT

FORMAL QUOTE DUE DATE: FRIDAY, MAY 22, 2026, AT 4:00 PM

Type of Insurance (continued)

Commercial General Liability

Commercial Automobile Liability

Professional Liability

Limits (continued)

$1,000,000.00 per occurrence,

$2,000,000.00 aggregate

$1,000,000.00 per occurrence

$1,000,000.00 per occurrence,

$2,000,000.00 aggregate

The selected proposer shall provide the City with certification of insurance coverage stated above.

Insurance shall be placed with insurers with a rating of no less than Excellent (A or better) and a

financial size category of no less than VIII, as defined by the most current Best’s Key Rating Guide.

No subrogation claims shall be allowed against City. On all liability policies of insurance, proposer

shall have the City named as an additional insured and shall further require that its liability

carrier(s) notify the City at least thirty (30) days prior to the effective date of any change(s) in or

cancellations of said insurance policies. A current copy of proposer’s insurance certificate,

providing proof of insurance as stated above, must be on file in the purchasing department prior

to the proposal award. Submission of an “Evidence of Insurability” from proposer’s provider or an

Insurance Certificate copy may be included with the proposal package.

Self-Insured Retentions: Self-insured retentions must be declared to and approved by the City.

At the option of the City, the selected bidder shall provide coverage to reduce or eliminate such

self-insured retentions as respects the City, its officers, officials, employees, and volunteers; or

the selected bidder shall provide evidence satisfactory to the City guaranteeing payment of

losses and related investigations, claim administration, and defense expenses. The policy

language shall provide, or be endorsed to provide, that the self-insured retention may be

satisfied by either the named insured or City.

Other Insurance Provisions: The General Liability and Automobile Liability policies are to

contain, or be endorsed to contain, the following provisions: (1) “Agency”, its officers, officials,

employees, and volunteers are to be covered as additional insureds with respect to liability

arising out of work or operations performed by or on behalf of the selected bidder including

materials, parts or equipment furnished in connection with such work or operations. General

liability coverage can be provided in the form of an endorsement to the selected bidder’s

insurance; (2) For any claims related to this project, the selected bidder’s insurance coverage

shall be primary insurance coverage at least as broad as respects the City, its officers, officials,

employees, agents, and volunteers. Any insurance or self-insurance maintained by the City its

officers, officials, employees, agents, or volunteers shall be excess of the selected bidder’s

insurance and shall not contribute with it; and (3) Each insurance policy required above shall

provide that coverage shall not be canceled, except with notice to the City.

In addition, the Automobile Liability policy shall be endorsed to include Transportation Pollution

Liability insurance, covering materials to be transported by Contractor pursuant to the contract.

If General Liability and/or Errors & Omissions coverages are written on a claims-made form: (1)

The retroactive date must be shown and must be before the date of the contract or the

beginning of contract work; (2) Insurance must be maintained, and evidence of insurance must

be provided for at least five (5) years after completion of the contract of work; (3) If coverage is

canceled or non-renewed, and not replaced with another claims-made policy form with a

Page 5 of 14

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

Formal Quote 2026-03 - Pavement Management

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See also