Office Security System Equipment

Agency:	UNIVERSITY OF KENTUCKY
State:	Kentucky
Type of Government:	State & Local
Category:	63 - Alarm, Signal, and Detection Systems 71 - Furniture
Posted:	Apr 4, 2024
Due:	Apr 10, 2024
Solicitation No:	KD-0159-24
Publication URL:	To access bid details, please log in.

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INVITATION FOR BID

ATTENTION: This is not an order. Read all instructions, terms and conditions carefully.

INVITATION NO.:

Issue Date:

Title: Medical

Contracting Officer:

Phone:

KD-0159-24

04/04/2024

Office Security System Equipment

Ed Belville

(606)-408-9656

RETURN ONE ORIGINAL COPY AND ONE USB DRIVE

OF BID TO:

UK King’s Daughters Medical Center

Supply Chain Management,

BID # KD-0159-24 , BID DUE DATE _04/10/2024

2301 Lexington Ave.

Suite 310

ASHLAND, KY 41101

IMPORTANT: BIDS MUST BE RECEIVED BY 04/10/2024 @ 3:00 P.M. EASTERN STANDARD TIME

The Medical Center’s General Terms and Conditions can be found in attachment A of this bid.

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 Kentucky Revised Statutes (KRS) 523.040:

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);

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 for Bids, designed to limit independent bidding or competition;

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:

That the bidder is legally entitled to enter into contracts with King’s Daughters Medical Center and is not in violation of any

prohibited conflict of interest, including those prohibited by the provisions of KRS 164.390,45A.330 to 45A.340.

That the Bidders, and its affiliates, are duly registered with the Kentucky Department of Revenue to collect and remit the sales and

use tax imposed by Chapter 139 to the extent required by Kentucky law and will remain registered for the duration of any contract

award.

That I have fully informed myself regarding the accuracy of the statement made above.

COLLUSION PROHIBITED

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, in accordance with

KRS 45A.325.

SWORN STATEMENT OF COMPLIANCE WITH CAMPAIGN FINANCE LAWS

In accordance with KRS 45A.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 KRS 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

these statutes during the duration of any contract that may be established. Final determinations of violations of these statutes

must be provided to the Medical Center by the successful contractor prior to the award of a contract.

ALL BIDS ARE TO BE " F.O.B. DESTINATION – FREIGHT PREPAID AND ALLOWED"

DELIVERY AFTER RECEIPT OF ORDER:

THIS AREA MUST BE COMPLETED

NAME OF COMPANY:

PHONE:

FEDERAL EMPLOYER ID NO.:

PAYMENT TERMS:

SHIPPING TERMS: F.O.B. DESTINATION –

PREPAID AND ALLOWED

DUNS #

ADDRESS:

CITY, STATE & ZIP CODE:

SIGNATURE:

FAX:

E-MAIL:

WEB ADDRESS:

DATE:

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.

KD-0159-24

KING’S DAUGHTERS MEDICAL CENTER

INSTRUCTIONS TO BIDDERS

All King’s Daughters Medical Center bid solicitations are made upon and subject to the following conditions:

Preparation of Bids

1.1 All solicitations are subject to the provisions and requirements of any applicable Kentucky Revised

Statutes, including the Kentucky Model Procurement Code, and the rules, regulations and policies of

King’s Daughters Medical Center including King’s Daughters Medical Center General Terms and

Conditions.

1.2 Bidders are expected to examine the complete bid and all attachments including drawings,

specifications and instructions. Failure to do so is at bidder’s risk.

1.3 Bidders shall furnish information required by the solicitation in the form requested. The Medical

Center reserves the right to reject bids with incomplete information or which are presented on a

different form.

1.4 All bids must be legible. A legally authorized company representative shall sign all bids in the

appropriate location. Erasures or other changes must be initialed by the person signing the bid.

Signature on a bid certifies that the bidder has read and fully understands all bid specifications and

bidder agrees to all terms and conditions stipulated in the Invitation For Bids (IFB).

1.5 Bid prices shall be entered in spaces provided on the bid form. All unit prices and mathematical

extensions and totals shall be indicated where required. In cases of errors in extensions or totals the

unit price will govern.

1.6 Should any potential bidder doubt the true meaning of any part of the solicitation, a written request

for an interpretation may be submitted to the Medical Center. Requests for such interpretation shall

be made in writing to the appropriate Contracting Officer identified in the solicitation. Every

interpretation made shall be in the form of an “addendum” to the solicitation sent as promptly as is

practicable to all prospective bidders to whom the solicitation has been issued. Failure by the

Medical Center to send or any potential bidder to receive such interpretation(s) shall not relieve any

bidder from any obligations under the bid solicitation or the bidder’s response. Any interpretations,

corrections or changes to the solicitation made in any other manner, including oral explanations and

instructions, are not binding upon the Medical Center.

1.7 Bidders or potential bidders are required to coordinate all discussions concerning solicitations

through the appropriate Contracting Officer or other purchasing official within King’s Daughters

Medical Center Supply Chain Management Division. Bidders or potential bidders are not authorized

to communicate with any medical center administrator, faculty, staff, or Board of Trustees member

concerning this solicitation. Failure to comply with this requirement is grounds for the bidder’s

disqualification.

1.8 Unless otherwise stipulated in a bidder’s response, the bidder’s offer is in strict accordance with the

Medical Center’s specifications and terms and conditions of the Invitation For Bids. Any deviations

must be fully itemized in detail. Any deviations from the requirements of this solicitation are at

bidder’s risk and the Medical Center may determine the bid to be non-responsive.

Submission of Bids

2.1 Bids, and modifications thereof, shall be returned in a sealed envelope and submitted in such a

manner as to ensure their arrival in the King’s Daughters Medical Center Supply Chain before the

due date and time set forth in the solicitation. The time shown on the recording clock in the Supply

Chain Management is the official time. Unless otherwise indicated in the solicitation no oral,

facsimile, e-mail or telephone bids will be accepted.

KD-0159-24

2.2 Bids may be modified or withdrawn in writing or in person by an authorized representative if done so

prior to the exact time and date for receipt of the bids. Telephone and facsimile modifications or

withdrawals are not permitted. Withdrawn bids may be resubmitted, with or without modifications, up

to the solicitation due date and time. No bids may be withdrawn after the due date and time without

the express authorization of the King’s Daughters Medical Center Supply Chain Management.

2.3 Bids received after the designated time and date in the solicitation will not be considered. Bids will

or will not be publicly opened and read in accordance with the Invitation For Bids.

2.4 Bidders shall show the bid due date and time, the solicitation number, and the name and address of

the bidder on the face of the bid envelope.

2.5 All bids will be considered firm for a period of forty-five (45) calendar days from the bid opening date.

Specification Requirements

3.1 Unless otherwise specified in the solicitation, all items bid are to be new, unused, and not

remanufactured in any way.

3.2 Whenever a trade name, brand name, or model and catalog numbers followed by the words “or

equal” or “approved equal” are used in the bid invitation it is for the purpose of item identification and

to establish standards of quality, style, and features. Bids on equivalent items, substantially the

same, are invited. However, to receive consideration, sufficient descriptive literature and/or

specifications to clearly identify the item and provide for competitive evaluation must accompany the

bid. The Medical Center will be the sole judge of equality and suitability. If bidder does not identify

exceptions to the specifications shown in the IFB, bidder will be required to furnish the brand

name(s), models, numbers, etc. specified in the IFB.

3.3 Unless stated otherwise in the solicitation, alternate bids will be considered. Alternate bids may be

made in addition to responding to the solicitation or as the only response to the solicitation.

However, the Medical Center is under no obligation to consider or accept an alternate bid and it

reserves the right to reject any and all such bids.

3.4 The Medical Center reserves the right to request samples of any or all items bid in order to

determine compliance with the specifications. The bidder must provide the samples within ten (10)

days of the request and at no charge to the Medical Center. Samples are non-returnable. Failure to

comply may be cause for rejection of the bid.

3.5 Bidders shall clearly delineate any deviations or exceptions from the bid specifications.

3.6 Except as otherwise provided in the solicitation, all bid prices must be firm. Prices subject to

qualifications, such as escalation or other variables, may be rejected as non-responsive.

3.7 Unless otherwise stipulated in the solicitation, all quantities are estimates and do not represent a

minimum guarantee. The Medical Center is obligated to purchase only those quantities needed

during the term of the contract and it reserves the right to purchase more or less than the estimated

quantities. The Medical Center is obligated only for those quantities ordered.

3.8 Proposed delivery dates shall be stated in number of calendar days after receipt of order.

3.9 All offers shall be F.O.B. destination, freight prepaid and allowed.

Bid Evaluation and Award

4.1 Bids will be evaluated and the award made to the lowest responsive, responsible bidder who offers

the best value to the Medical Center and meets the terms, conditions and specifications of the

Invitation For Bids.

KD-0159-24

4.2 The term “Responsible Bidder” means a person, company, or corporation who has the capability in

all respects to perform fully the contract requirements and the integrity and reliability that will assure

good faith performance. In determining whether a Bidder is responsible, the Medical Center may

evaluate various factors including (but not limited to) financial resources; experience; organization;

technical qualifications; available resources; record of performance; integrity; judgment; ability to

perform successfully under the terms and conditions of the contract; and adversarial relationship

between the Bidder and the Medical Center that is so serious and compelling that it may negatively

impact the work performed under this Invitation for Bid; or any other cause determined to be so

serious and compelling as to affect the responsibility of the Bidder.

4.3 The Medical Center reserves the right to accept or reject any and all bids or part of a bid and waive

informalities, technical defects and minor irregularities in the bids received. Further, the Medical

Center reserves the right to make a single award, split awards, make multiple awards or no award

whichever is in the best interest of the Medical Center.

4.4 Unless stated otherwise in the solicitation, UK King’s Daughters Medical Center reserves the right to

award the contract to the lowest aggregate bidder for all items, on an item by item basis, or a group

of like items whichever is found to be in the best interest of the Medical Center. The Medical Center

will consider bids submitted on an “all or nothing” basis if the bid is clearly designated as such.

4.5 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 Medical Center 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.

4.6 The Medical Center shall issue a price contract or purchase order as its notification of award to the

successful bidder(s). Until such date a price contract or purchase order is issued, nothing shall be

construed to constitute a binding agreement between the Medical Center and the bidder.

Payment and Taxes

5.1 The successful bidder shall be paid, at the prices stipulated, for items or services delivered and

accepted, upon the submission of proper invoices to the billing address shown on the purchase

order.

The Medical Center adheres to a strategic approach regarding payables management based on risk

minimization, processing costs, and industry best practices. As such, suppliers and individuals doing

business with the Medical Center will be paid based on the following protocol:

The Medical Center utilizes Wells Fargo as its primary form of ACH/Credit Card Payments.

By enrolling in Wells Fargo credit card payments, the supplier receives an email from Wells

Fargo with credit card information and the remittance. If the vendor enrolls in ACH

payments via Wells Fargo, the payment will be deposited and a remittance email from Wells

Fargo will be sent. ACH forms can be provided by the Accounts Payable department at

606-408-9692.

Payments by check. Payment terms for check payments are Net-40.

Vendors receiving ACH direct payments will be approved by the Accounting Department and

the Accounts Payable Supervisor. Payment Terms for ACH are Net-40.

5.2 Bidders may offer prompt payment discounts. The Medical Center will not consider any prompt

payment discounts in determining the bid award.

5.3 The Medical Center is tax exempt from the provisions of the Kentucky Sales and/or Use Tax (Tax

Exemption # D-265) on materials and equipment under this solicitation. The Medical Center is also

entitled to exemption from the Federal Excise Tax. All bidders shall take this into consideration

when submitting their bid. Exemption certificates will be furnished upon request. Bidders are

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Office Security System Equipment

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