RFP for PSC TemplateRevised April 2026Instructions to AgencyInstructions are in GREEN and must be removed prior to submittal to FAC for approval.Areas to be modified or deleted by the Agency are in RED. Change to BLACK after making the modification or change.Save completed document as an XML and upload into eMARS RFP Free Form Terms and Conditions and assemble. Review for content, format, and legibility prior to submittal to FAC for approval. Check all links to make sure they go to the correct website.Revised February 2026PROPOSAL SUBMISSION CHECKLISTThe vendor MUST include the following with the proposal submission.If the items highlighted below are not submitted with the proposal submission,the Commonwealth MUST deem the proposal non-responsive andSHALL NOT consider for award.All other items MUST be submitted prior to award._____SIGNED AND COMPLETED SOLICITATION –Section(s) 8.00 and 8.10 of this RFP (not required if submitting electronically)_____*PROPOSED SOLUTION (TECHNICAL) UNDER SEALED COVER AND BY CLOSING DATE --Section(s) 8.00 and 8.10 of this RFP_____*PROPOSED SOLUTION (COST) UNDER SEALED COVER AND BY CLOSING DATE -- Section(s) 8.00 and 8.10 of this RFP_____TRANSMITTAL LETTER – Section 8.20 of this RFP_____PROOF OF REGISTRATION WITH SECRETARY OF STATE BY A FOREIGN ENTITY -- Section 8.00 of the Personal Service Contract Terms and Conditions of this RFP_____REQUIRED AFFIDAVIT(S) – Section 8.20 of this RFP*The Commonwealth defines SEALED as “a closure that must be broken to be opened and that thus reveals tampering” (Merriam-Webster Dictionary, https://www.merriam-webster.com/dictionary/sealREQUEST FOR PROPOSALFORPERSONAL SERVICE CONTRACTCabinet/AgencyTitle of RFPSolicitation NumberThis document constitutes a Request for Proposals for a Personal Service Contract from qualified individuals and organizations to furnish those services as described herein for the Commonwealth of Kentucky, Cabinet/Agency.Offerors are advised that any personal service contract resulting from this RFP must comply with all applicable provisions of KRS 45A and KRS 12.210 prior to becoming effective.A contract, based on this RFP, may or may not be awarded. Any contract award from this RFP is invalid until properly approved and executed by the Finance and Administration Cabinet and filed with the Legislative Research Commission, Government Contract Review Committee.1.00Purpose and BackgroundAgency must provide a brief description of the reason for the RFP and background information.2.00Scope of WorkAgency must describe in detail what it wants, specifications, timelines, deliverables, etc. Agency must be sure this section completely and accurately reflects its needs and requirements. Do not ask the vendor to submit any information, documents, etc. in this section.3.00Evaluation CriteriaInclude technical and cost, in the tables below, with full and detailed descriptions of each including what the vendor needs to provide in the proposal in order to receive the points. Agency must describe the specific cost information the vendor is to provide. List what the vendor is to include/exclude in the cost. Agency may choose to provide a Cost Proposal Form as an attachment for the vendor to complete - if so it must be referenced here along with the evaluation information. Oral Presentation language including a point value shall be included in Section 3.00.The Agency shall conduct a comprehensive, fair, and impartial evaluation of all proposals. The Agency may reject any proposal that is incomplete or in which there are significant inconsistencies or inaccuracies. The Agency reserves the right to reject all proposals.The Agency has established a Proposal Evaluation Committee to review, evaluate and verify information submitted by the offeror.Each vendor is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each vendor the maximum score based on the available data submitted by the vendor.The Agency shall evaluate the proposals by assigning scores as indicated.Technical Proposal EvaluationCriteriaMaximum Points PossibleMandatory Requirement (Remove this language if there are no mandatory requirements.)Requirements that include the words “Shall”, “Will”, “Must” indicate a mandatory requirementMandatory Requirement means a condition set out in the specifications or statement of work that must be met without exception.PROPOSALS THAT DO NOT MEET MANDATORY REQUIREMENTS WILL BE DEEMED NON-RESPONSIVE AND WILL NOT BE CONSIDERED.Pass/FailLIST CRITERIA XXLIST CRITERIA XXMaximum Points PossibleXXAGENCY MUST LIST EACH CRITERIA AS IT RELATES TO SECTION 2.00 AND ASSIGN POINTS TO EACH. USE WHOLE NUMBERS.Cost Proposal EvaluationCriteriaMaximum Points PossibleProposed Cost XXMaximum Points PossibleXXOral Demonstration/Presentation Evaluation, if requiredCriteriaMaximum Points PossibleOral Demonstration/Presentation The Commonwealth reserves the right to require Oral Presentations/Demonstrations to verify or expand on the Technical or Cost Proposals. Oral Presentations/Demonstrations may be conducted through videoconferencing or by conference call, if it is in the best interest of the Commonwealth to do so. This is the opportunity for the vendor to present and demonstrate the solution and to answer questions or to clarify the understanding of the evaluation committee in accordance with the requirements of this RFP. The Commonwealth reserves the right to reject any or all proposals in whole or in part based on the oral presentations/demonstrations.If required, the top XX highest ranking vendors may be invited. Scheduling will be at the discretion of the Commonwealth. The Commonwealth reserves the right not to require oral presentations/demonstrations XXMaximum Points PossibleXXTotal Proposal EvaluationCriteriaMaximum Points PossibleTechnical ProposalXXCost ProposalXXOral Demonstrations/Presentations, if requiredXXMAXIMUM POINTS POSSIBLEXX4.00Schedule of RFP ActivitiesThe following schedule presents the major activities associated with the RFP distribution, written questions and proposal submission. The Commonwealth reserves the right at its sole discretion to change the Schedule of Activities, including the associated dates and times.Written questions and Offeror’s Conference are optional. Agency may choose to do either, both or none. Revise the schedule accordingly.Release of RFPDATEWritten Questions due by: TIMEDATEAnticipated Commonwealth Response to Written QuestionsDATEOfferor’s ConferenceDATEAnticipated Commonwealth Response to Vendor Conference Written QuestionsDATEProposals Due by: TIMEDATE(Remove this language if allowing Electronic Proposals) All bidders are cautioned to be aware of the security in the Name of Building located at Street Address/City, Kentucky. All bids shall be time stamped in the Name of Office/Department, etc. no later than the due date and time defined in this Solicitation. In person or courier delivered bids in response to this Solicitation shall be delivered to Name of Office/Department etc. Room Number. Delays due to building security checks shall not be justification for acceptance of a late bid.*NOTE: ALL TIME REFERENCES ARE TO THE EASTERN TIME ZONE.Agency can decide whether to hold an Offeror’s Conference and, if so, whether Offeror’s attendance at same is mandatory. If attendance is mandatory, the RFP should clearly say so. If no Offeror’s conference is to be held, label section 5.00 as Not Applicable5.00Offeror’s ConferenceThe Offeror’s Conference will be held at Location on Date/Time. Attendance is highly encouraged/mandatory. This will be the only opportunity to ask oral questions. The Commonwealth shall not be bound by any oral answers to the questions presented at the Conference or oral statements made at any other time by any member of the Commonwealth’s staff. Salient questions asked at the Offeror’s Conference and the responses will be reduced to writing and issued in an Addendum that shall be posted to the eProcurement website. In the event of a conflict between oral answers or statements presented at the Conference and written responses in the Addendum, written responses in the Addendum shall control.6.00Point of ContactThe Agency Contact named below shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular mail, express mail or electronic mail), concerning this procurement shall be addressed to:Agency Contact NameAgency Contact AddressAgency Contact Telephone NumberAgency Contact e-mail addressFrom the issue date of this RFP until a Contractor(s) is selected and the selection is announced, Offerors shall not communicate with any other Commonwealth staff concerning this RFP.7.00Questions Regarding this RFPQuestions must be submitted in writing to the Agency Contact. The Commonwealth will respond to salient questions in writing by issuing an Addendum to the Solicitation. The Addendum shall be posted to the Commonwealth’s eProcurement page.8.00Proposal SubmissionAgency must choose to accept Electronic Proposals or Hard Copy Proposals. Agency cannot use both methods to accept Proposals.Electronic ProposalsProposals shall be received by electronic submission in the eProcurement system, Kentucky Vendor Self Service System. An electronic proposal shall be authorized by the proper agent of the firm by the act of submitting it electronically through the eProcurement system. Proposal information MUST be completed online. Response must contain all required information for the Solicitation. All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://vss.ky.gov .Allow 24 – 48 hours to complete Vendor Registration.  Vendors must be logged in to their Vendor Self Service (VSS) account in order to submit a response.  Registrations completed the day of bid closing must be completed by the Vendor in the VSS portal.  The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/time of the bid closing. All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload impediments shall not be justification for acceptance of a late bid or proposal.  Vendor attention to this advisory is encouraged. Instructions “How to Submit an Online Response for a Business Opportunity” are posted to Kentucky’s Vendor Self Service, https://vss.ky.gov . If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-HELP (4357).Proposals shall be submitted in three (3) parts: The Technical Proposal, the Cost Proposal, and  Proprietary Information.   Each part shall consist of one document attachment. Do not submit multiple document attachments as Technical, Cost or Proprietary. All files shall be labeled accordingly. Attachments may not exceed 65,000 KB.Proposals submitted online must be in an “Accepted” status and shall be assigned a date and time stamp from the eProcurement system at the time of final acceptance and formal submission by the vendor. The system will not allow submission of an online proposal after the published date and time for closing. A proposal may be modified or withdrawn by electronic or written notice ONLY if received prior to the bid closing date and time. An electronic offer may be modified by applying the appropriate electronic signature and following the procedure in the state’s eProcurement signature. ORHard Copy ProposalsEach qualified offeror shall submit only one (1) proposal.  Alternate proposals shall not be allowed.  Failure to submit as specified shall result in a non-responsive proposal.The vendor should complete the "Vendor" box on the face of the solicitation.  An authorized representative of the vendor shall sign where indicated on the face of the solicitation.  Signature is not required if proposals are submitted electronically.Acknowledgment of AddendaIt is the vendor's responsibility to check the web site for any modifications to this solicitation. Vendors are encouraged to acknowledge each addendum by signing and submitting the latest addendum with their response. However, signing the face of the solicitation as indicated above constitutes the vendor’s acknowledgement of and agreement to be bound by the terms of all addenda issued.Failure to specifically acknowledge addenda will not excuse the vendor from adhering to all changes to the requirements of the solicitation set forth therein nor provide justification for any pricing changes. All submitted technical and cost proposals shall remain valid for a minimum of six (6) months after the proposal due date.8.10 Format of ResponseAgency must choose to accept Electronic Proposals or Hard Copy Proposals.Electronic ProposalsProposals shall be submitted in three (3) parts: the Technical Proposal, the Cost Proposal, and Proprietary Information. Each part shall consist of one document. Do not submit multiple documents as Technical, Cost or Proprietary. Proposals must be submitted electronically in the eProcurement System, Kentucky Vendor Self Service site. a.         The Technical Proposal shall be submitted on one (1) document marked Technical (in Microsoft Word, Microsoft Excel or PDF format ONLY).  Do not include embedded documents, hyperlinks or hyperlinks to videos.  The document should be named in the following manner: Technical – Name of offeror RFP numberb.         The Cost Proposal shall be submitted on one (1) document marked Cost (in Microsoft Word, Microsoft Excel or PDF format ONLY).  Do not include embedded documents, hyperlinks or hyperlinks to videos. The document should be named in the following manner: Cost – Name of offeror RFP numberc.         Any Proprietary Information shall be submitted on one (1) document marked Proprietary (in Microsoft Word, Microsoft Excel or PDF format ONLY).  Do not include embedded documents, hyperlinks or hyperlinks to videos. The document should be named in the following manner: Proprietary – Name of offeror RFP numberORHard Copy ProposalsProposals shall be submitted in three (3) parts: The Technical Proposal, the Cost Proposal, and if applicable the Proprietary Information.The Technical Proposal should include one (1) marked original hard/paper copy technical and number marked technical thumb/flash drives (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos.The Cost Proposal should include one (1) marked original hard/paper copy cost and number marked cost thumb/flash drives (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos.Any Proprietary Information should include one (1) marked original hard/paper copy proprietary and number marked proprietary data thumb/flash drives (in Microsoft Word, Microsoft Excel, or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos. Proposal shall be submitted to the Agency Contact. The outside cover of the package containing the technical proposal shall be marked:Title of RFPRFP NumberTECHNICAL PROPOSALName of OfferorThe outside cover of the package containing the cost proposal shall be marked:Title of RFPRFP NumberCOST PROPOSALName of OfferorIf applicable, the outside cover of the package containing the proprietary shall be marked:Title of RFPRFP NumberPROPRIETARY PROPOSALName of OfferorAll proposals must be received no later than close time and date.Pricing shall only be provided in the Cost Proposal. DO NOT SUBMIT ANY PRICING INFORMATION IN THE TECHNICAL PROPOSAL.All submitted Technical and Cost Proposals shall remain valid for a minimum of six (6) months after the proposal due date.8.20Format of Technical ProposalThe Technical Proposal must be arranged and labeled in the manner set forth below.Transmittal Letter – a Transmittal letter shall be submitted on Offeror’s letterhead and signed by an agent authorized to bind the Offeror. The Transmittal letter shall include the following:a.A statement that deviations are included, if applicable.b.A statement that proprietary information is included, if applicable.c.A statement that, if awarded a contract as a result of this Solicitation, the Offeror shall comply in full with all the requirements of the Kentucky Civil Rights Act, and shall submit all data required by KRS 45.560 to 45.640.d.A sworn statement that, pursuant to KRS 11A.040, that Offeror has not knowingly violated any provisions of the Executive Branch Code of Ethics.e.A statement certifying that the price in this proposal was arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other Offeror or with any competitor.f.A statement affirming that the Offeror is properly authorized under the laws of the Commonwealth of Kentucky to conduct business in this state and will remain in good standing with the Office of the Kentucky Secretary of State for the duration of any awarded contract resulting from this Solicitation.g.The name, address, telephone number and email address and website address, if available, of the contract person to serve as a point of contact for day-to-day operations.h.Subcontractor information to include the name of the company, address, telephone number and contact name, if applicable.i.Foreign entity’s organization number issued by the Secretary of State in a certificate of authority or a statement of foreign qualification, if applicable.Completed and Signed Solicitation and Addenda – An authorized representative MUST complete and sign the Solicitation form and include the following:“Vendor” box and “Payment” box should be completed.Vendor shall indicate ownership type.Vendor shall provide “FEIN” if applicable.Vendor shall provide date the form is completed and signed.Signed face of the most recent Addenda, if applicable.Signed and Notarized Required Affidavit for Bidders or Offerors - available at the following link:https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx. Signed and Notarized Required Affidavit for Bidders, Offerors and Contractors Claiming Resident Bidder Status – if applicable. Available at the following link:https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx.*Offerors not claiming Resident Bidder Status need not submit this affidavit.Signed and Notarized Required Affidavit for Bidders, Offerors and Contractors Claiming Qualified Bidder Status – if applicable. Available at the following link:https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx.*Offerors not claiming Qualified Bidder Status need not submit this affidavit.Response to the Technical Portion of the RFP – Please provide a detailed response to the technical requirements outlined in the Evaluation Criteria. No cost information shall be provided in the technical portion.8.30Format of Cost ProposalThe Cost Proposal must be submitted under separate cover from the Technical Proposal and must be arranged and labeled in the manner specified. The proposal with the lowest price receives the maximum score. The remaining proposals with the next lowest price receives points by dividing the lowest price by the next lowest price and multiplying that percentage by the available points.8.40Certification Regarding Debarment and SuspensionIn accordance with Federal Acquisition Regulation 52.209-5, the Offeror shall certify, by signing the Solicitation, that to the best of its knowledge and belief, the Offeror and/or its Principals is (are) not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any state or federal agency.For the purposes of this certification, “Principals”, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of subsidiary, division, or business segment, and similar positions.9.00Rules of ProcurementTo facilitate this procurement, various rules have been established. These are described in the following paragraphs.Offerors should review and comply with the General Conditions and Instructions for Solicitation/Contract listed under “Response to Solicitation” located on the eProcurement web page athttps://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx The procurement process will provide for the evaluation of proposals and selection of the winning proposal in accordance with state law and regulations. KRS Chapter 45A of the Kentucky Model Procurement Code provides the regulatory framework for the procurement of services by state agencies.9.10Technical Proposal EvaluationThe Agency will evaluate the proposal based on the technical portion of the Evaluation Criteria. Each Offeror is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each vendor the maximum score based on the available data submitted by the Offeror. Past Offeror Performance may be considered in the award of this Contract. Offerors with a record of poor performance in the last twelve (12) months may be found non-responsible and ineligible for award.9.20Cost Proposal EvaluationThe Agency will evaluate the proposal based on the cost portion of the Evaluation Criteria. If a Cost Proposal form is provided, the following language should be included here:Offeror shall only provide cost on the attached Cost Proposal Form; otherwise, the proposal may be deemed non-responsive.9.30Right to Reject/Waiver of Minor IrregularitiesThe Commonwealth reserves the right at its discretion to reject any and all offers. The Commonwealth also reserves the right at its discretion to waive informalities and minor irregularities in offers received.9.40Clarification of ProposalsThe Commonwealth reserves the right at its discretion to request additional information as may reasonably be required for selection and to reject any proposals for failure to provide additional information on a timely basis.The Commonwealth reserves the right to conduct discussions with any Offeror who has submitted a proposal to determine the Offeror’s qualifications for further consideration. Such discussions shall not disclose any information derived from proposals submitted by other Offerors.9.50Best and Final OffersThe Commonwealth reserves the right at its discretion to request a Best and Final Offer (BAFO) for technical and/or cost proposals. Offerors are cautioned to propose their best possible offers at the outset of the process, as there is no guarantee that any Offeror will be allowed an opportunity to submit a Best and Final technical and/or cost offer.9.60Vendor Response and Public InspectionThis RFP specifies the format, required information and general content of proposals to be submitted in response to the RFP. The Agency/Cabinet/Department shall not disclose any portions of the proposals prior to contract award to anyone outside the Agency/Cabinet/Department, representatives of the agency for whose benefit the contract is proposed, representatives of the federal government, if required, and the members of the evaluation committee. After a contract is awarded in whole or in part, the Commonwealth shall have the right to duplicate, use, or disclose all proposal data submitted by Offerors in response to this RFP as a matter of public record.Any and all documents submitted by an Offeror in response to the RP shall be available for public inspection after contract award pursuant to the Kentucky Open Records Act, KRS 61.870 to 61.884 (“the Act”). When responding to a request to inspect records submitted in response to this RFP, the Commonwealth will not redact or withhold any information or documents unless the records sought are exempt from disclosure pursuant to KRS 61.878 or other applicable law. Similarly, no such documents shall be exempt from public disclosure, regardless of the Offeror’s designation of the information contained therein as “proprietary,” “confidential,” or otherwise, except in cases where the requested documents (or information contained therein) would be excluded from application of the Act under KRS 61.878(1)(c).The Commonwealth of Kentucky shall have the right to use all system ideas, or adaptations of those ideas, contained in any proposal received in response to this RFP. Selection or rejections of the proposal will not affect this right.9.70Reciprocal Preference for Kentucky Resident Bidders and Preferences for a Qualified BidderThe scoring of bids/proposals is subject to the reciprocal preference for Kentucky resident bidders and preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (See KRS 45A.490(1), (2), 45A.492, 45A.494 and KAR 200 5:410).Vendors not claiming resident bidder or qualified bidder status need not submit the corresponding affidavit.Determining the residency of a bidder for purposes of applying a reciprocal preferenceAny individual, partnership, association, corporation, or other business entity claiming resident bidder status shall submit the attached Required Affidavit for Bidders, Offerors and Contractors Claiming Resident Bidder Status as part of its response. The Agency reserves the right to request documentation supporting a bidder’s claim of resident bidder status. Failure to provide such documentation upon request shall result in disqualification of the bidder or contract termination.As part of its response, a nonresident bidder shall submit its certificate of authority to transact business in the Commonwealth of Kentucky, Secretary of State. The location of the principal office identified therein shall be deemed the state of residency for that bidder. If the bidder is not required by law to obtain said certificate, the state of residency for that bidder shall be deemed to be that which is identified in its mailing address as provided in its bid.Preferences for Qualified Bidder or the Department of Corrections, Division of Prison Industries (200 KAR 5:410)Pursuant to KRS 45A.470 and 200 KAR 5:410, Kentucky Correctional Industries will receive a preference equal to twenty (20) percent of the maximum points awarded to a bidder in a solicitation. In addition, the following “qualified bidders” will receive a preference equal to fifteen (15) percent of the maximum points awarded to a bidder in a solicitation. New Vision Industries, Inc., any nonprofit corporation that furthers the purposes of KRS Chapter 163 and any qualified nonprofit agencies for individuals with severe disabilities as defined in KRS 45A.465(3). Any bidder claiming “qualified bidder” status, other than New Vision Industries, Inc., shall submit a notarized affidavit affirming that it meets the requirements to be considered a qualified bidder as part of its response to the solicitation (affidavit form included as part of this RFP). If requested, failure to provide documentation proving qualified bidder status to a public agency, if requested, may result in disqualification of the bidder or contract termination.9.80NegotiationAfter conducting the evaluation to determine the best proposal received, the Agency reserves the right to negotiate a fair and reasonable compensation based on the pricing submitted in the Offeror’s proposal. If the negotiations fail to reach an agreement on a fair and reasonable compensation rate, the Agency reserves the right to proceed to the next highest ranked proposal. Other terms and conditions relating to the technical and/or cost proposals may be negotiated at the sole discretion of the Commonwealth.9.85Best Interests of the CommonwealthThe Commonwealth will rank all proposals in the manner set forth in the Evaluation Criteria. However, the Commonwealth reserves the right to reject any or all proposals in whole or in part before, during, or after negotiation based on the best interests of the Commonwealth.CONTRACT AWARD, TERMS, AND CONDITIONS10.00Notification of AwardTo view the award of contract(s), including the contractor(s) receiving the award(s) for this solicitation, access the Kentucky Vendor Self Service Site at:https://vss.ky.govOfferors can search for the solicitation title or number in the keyword search field or filter their search for only awarded solicitations by clicking on “Advanced Search” and changing the status to “awarded.” The award(s) information can be accessed by clicking on the details button of the solicitation and clicking the “Notice of Award” tab. It is the Offeror’s responsibility to review this information in a timely fashion. No other notification of the results of an Award of Contract will be provided to unsuccessful Offerors.10.10Beginning of WorkThis Contract is not effective and binding until approved by the Secretary of the Finance and Administration Cabinet and filed with the Legislative Research Commission’s Government Contract Review Committee. The Contractor shall not commence any billable work until a valid Contract has been fully executed. This Contract, including the components referenced in Section 10.20, shall represent the entire agreement between the parties. Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon this Contract.10.20Contract Components and Order of PrecedenceThe Commonwealth’s acceptance of the Contractor’s offer in response to the Solicitation, indicated by the issuance of a Contract Award, shall create a valid contract between the Parties consisting of the following:Procurement Statutes, Regulations and PoliciesAny written Agreement between the Parties.Any Addenda to the Solicitation.The Solicitation and all attachmentsAny Best and Final Offer.Any clarifications concerning the Contractor’s proposal in response to the Solicitation.The Contractor’s proposal in response to the Solicitation.In the event of any conflict between or among the provisions contained in the Contract, the order of precedence shall be as enumerated above.10.30Contract Term and Renewal OptionIf no renewal option is provided, delete all renewal information and references that are in red font in this section. If a renewal option is provided, the number of renewals and renewal periods must be clearly stated. Typically, no more than 2 renewals are allowed except for contracts for legal services for representation in ongoing litigation or other lengthy legal engagements.The initial term of the Contract is anticipated to be from DATE through DATE. Expiration date must be no later than the end of the biennium in which the contract is entered into.This agreement is not effective until the Secretary of the Finance and Administration Cabinet or his authorized designee has approved the Contract and until the Contract has been filed with the Legislative Research Commission, Government Contract Review Committee.If the RFP is for legal services, the following renewal option is SUGGESTED.This Contract may be renewed at the discretion of the agency for as many additional two-year terms as needed for the purpose of and to the extent that said renewals are necessary to permit the Contractor to conclude any work on any cases in progress pursuant to the RFP.If the renewal option suggested above is not used, the agency may include one of the following renewal options:The Commonwealth reserves the right to renew this contract for up to one (1) additional two (2) year period.The Commonwealth reserves the right to renew this contract for up to two (2) additional two (2) year periods.The Commonwealth reserves the right to renew this contract for up to two (2) additional one (1) year periods.The Commonwealth reserves the right to renew this contract for up to one (1) additional one (1) year period.Renewal shall be subject to prior approval from the Secretary of the Finance and Administration Cabinet, or this authorized designee, and the LRC Government Contract Review Committee in accordance with KRS 45A.695 and KRS 45A.705.10.40Changes and Modifications to the ContractPursuant to 200 KAR 5:311, no modification or change of any provision in the Contract shall be made, or construed to have been made, unless such modification is mutually agreed to in writing by the Contractor and the Commonwealth, and incorporated as a written amendment by the Agency prior to the effective date of such modification or change. Modification shall be subject to prior approval from the Secretary of the Finance and Administration Cabinet, or this authorized designee, and the LRC Government Contract Review Committee. Memoranda of Understanding, written clarification, and/or other correspondence shall not be construed as amendments to the Contract.10.50 Insurance Requirements All additional insurance should be included below in section 10.50 B.** Proof of all required insurances should be provided prior to award.**A Certificate of Insurance (COI) on an ACORD form is required unless approved by the Commonwealth’s Office of the Controller.Required CoverageThe awarded vendor(s) shall be responsible for maintaining, and not reducing, the following insurance coverages, types, and limits of liability. Further awarded vendor shall be able to produce evidence of insurance in compliance with part C of this section through the entire contract:Commercial General Liability Insurance in accordance with minimum limits of liability of $1,000,000.00 per occurrence, $2,000,000.00 aggregate. The Commonwealth, in the Request for Solicitation, may require higher limits depending on the type of solicitation.B.Additional Types of Insurance (*The Commonwealth reserves the right to require higher coverage amounts if needed based on the type of contract and associated risk)Automobile Liability Insurance (If Applicable)Automobile Liability Insurance is required for delivery, onsite training, services or events in all situations where the Contractor must drive to any property where Commonwealth operations occur. With regard to delivery, if the items requested in this solicitation will be delivered by the awarded Contractor or Subcontractor, proof of Automobile Liability Insurance must be provided prior to award.   If items will be delivered by common courier (USPS, FedEx, UPS, Old Dominion Freight Line, etc.), this requirement does not apply.The Contractor or Subcontractor must provide a certificate of insurance coverage for any vehicle used in performance of this contract, whether owned, non-owned, or hired, or other vehicles utilized by the Contractor or Subcontractor. Said policy of insurance to have a minimum coverage limit of $1,000,000.00 per occurrence combined single limit for bodily injury, including death, and property damage. This requirement does not apply if the Contractor does not own, lease, or hire any automobiles to be used in connection with performance under any Contract resulting from this Solicitation. Professional Liability Insurance (If Applicable)Professional Liability (Error & Omissions) Insurance shall be required for all professional services performed by licensed or certificated individuals or individuals working on behalf of licensed or certificated individuals. The required Professional Liability Insurance shall have a minimum limit of liability of $1,000,000.00 per claim for damages arising out of negligent acts, errors, and/or omissions in the performance of services. C. Evidence of Insurance CoverageThe successful bidder shall provide evidence of insurance coverage as required. Failure to do so shall constitute a material breach of this Contract and may result in immediate cancellation of the Contract. For all required insurance coverages, during the course of the Contract, the awarded vendor shall not be self-insured or utilize a Captive Insurer or a fronting policy that shifts risk back to the awarded vendor without prior written approval by the Office of the Controller of the Commonwealth. Further, the awarded vendor shall not utilize an insurer or similar entity not in good standing with the Insurance Commissioner to fulfill the insurance requirements of the contract without prior written approval by the Office of the Controller of the Commonwealth.  Such approvals may require additional financial review, proof of funds, or bonding requirements sufficient for the risk associated with the services covered by the Contract, and approval or rejection is within the sole discretion of the Commonwealth’s Office of the Controller.Contractor shall furnish the Certificate of Insurance prior to award and shall, upon request of the Commonwealth at any time during the contract term, provide a current, valid Certificate of Insurance.Contractor and/or its insurer shall provide immediate notice of nonrenewal or cancellation of coverage during the course of the Contract. All Certificates of Insurance must be signed by an authorized representative of the insurance agency, shall be in compliance with the laws of the Commonwealth of Kentucky, and shall be placed with a licensed resident or non-resident agent who represents insurance companies authorized to do business in Kentucky. The insurer shall have an AM Best rating of B+ or higher. Visit www.ambest.com for verification. Failure to meet this requirement may result in the bid being deemed non-responsive. A list of authorized companies can be found at https://insurance.ky.gov/ppc/Company/Default.aspx.The certificate holder shall be listed as:CabinetAddressCity, State and ZipAttn: Contact personCertificate of Insurance must contain the following language in the Description of Operations box: “The Commonwealth and its agents are Additional Insureds for the contract resulting from the solicitation. Additional insured protection afforded is on a primary and non-contributory basis.” SubcontractorsIf the contract allows for Subcontractors and utilizes Subcontractors, prior to the commencement of any work by a Subcontractor. The primary Contractor’s Certificate of Insurance must identify coverage that meets or exceeds the insurance requirements defined in this contract and that covers Subcontractor and its work in support of the Contract or the Subcontractor must submit and maintain a Certificate of Insurance that also meets or exceeds the insurance requirements of the Primary Contractor defined in this contract.Procuring Agency reserves the right to request copies of all Subcontractor’s Certificate(s) of Insurance at any time.10.60NoticesUnless otherwise instructed, all notices, consents, and other communications required and/or permitted by the Contract shall be in writing. After the award of the Contract, all communications of a contractual or legal nature are to be made to the Agency Contact.tracy.grittonBrewer, Julie (Finance)62026-02-16T21:44:00Z2026-05-01T12:45:00Z1622603634410Microsoft Office Word028680falseTitle1Commonwealth of Kentuckyfalse40366falsefalse16.0000