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doc16244 RFP_24-04_External_Audit_Final.pdf
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"text": "REQUEST FOR PROPOSAL (RFP)\nEXTERNAL AUDITING SERVICES\nRFP 24-04"
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"text": "Issue Date: February 29, 2024\nClosing Date and Time: March 28, 2024, at 2:00PM"
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"text": "Issued by:\nFran Pinkston\nKentucky State University\nAcademic Services Building (ASB), Suite 429\n400 East Main Street\nFrankfort, KY 40601\n502-597-6434\nFrances.Pinkston@kysu.edu",
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"text": "Section 10 – Purpose, Overview & Schedule.....3\nSection 20 – Background and Current Business Need .....5\nSection 30 – Procurement Requirements .....6\nSection 40 – Scope of Work.....11\nSection 50 – Proposal Submission .....13\nSection 60 – Proposal Evaluation .....17\nSection 70 – Negotiations .....18\nSection 80 – Attachments .....18",
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"text": "SECTION 10 – PURPOSE, OVERVIEW & SCHEDULE",
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"text": "The purpose of this Request for Proposal (RFP) is to solicit proposals for External Audit Services from:"
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"text": "Local or nationally recognized independent certified public accounting firms"
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"text": "Firms specializing in accounting and auditing for both colleges and universities, or firms with extensive experience in accounting and auditing for corporations that would like to expand an existing higher education business",
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"text": "The successful firm will be awarded a personal service contract in accordance with Kentucky procurement law and Kentucky State University's established procedures. The selected firm shall be the external auditor of Kentucky State University and will, under this contract, examine the University's financial statements in accordance with GAAP and government auditing standards for the purpose of issuing an independent auditor's report. The firm will inform KSU's management of any inherent weaknesses in controls, procedures, and policies, as well as any instances of noncompliance with applicable laws or regulations. When advising management of the aforementioned issues, the firm must also provide its recommended changes and/or remedies."
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"text": "A contract based on this RFP may or may not be awarded. Any contract awarded through this RFP is invalid until approved and executed by Kentucky State University, approved by the Kentucky State University Board of Regents, and approved by the General Assembly, Government Contract Review Committee."
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"text": "The University invites each prospective Vendor to have full and complete information on which to base a proposal response. Only information presented or referred to in this RFP and any additional written information that is supplied by Kentucky State University's Buyer shall be used by Vendors in preparing the response. The solicitation, addenda, and attachments shall be posted to the Kentucky State University website at: https://www.kysu.edu/finance-and-administration/purchasing/bid-opportunities.php",
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"text": "(regular, express, or electronic mail, or fax), concerning this procurement shall be addressed to the Buyer."
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"text": "From the issue date of this RFP until a Vendor is selected and the selection announced, Vendors shall not communicate with any other University staff concerning this RFP. The University shall reserve the right to disqualify a Vendor's proposal response if the communication restriction clause is violated."
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"text": "Vendors are encouraged to submit written questions pursuant to Section 10.7 of this RFP. Should a Vendor object to any of Kentucky State University's standard terms and conditions or provisions of the solicitation, that Vendor must specifically identify the deviation and must propose specific alternative language that could be acceptable to the University. Vendors must include a brief statement of the purpose and impact, if any, for each proposed change in addition to the specific proposed alternate wording. General references to the Vendor's terms and conditions or attempts at complete substitutions are not acceptable. Deviations shall not be in conflict with the basic nature of this solicitation. Kentucky State University reserves the right to reject any and/or all deviations, in whole or in part. Vendors must submit deviations pursuant to the schedule in Section 10.7 of this RFP."
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"text": "No questions or deviations shall be accepted after the date(s) listed in Section 10.7 unless the question(s) or deviation(s) is considered material to the procurement. The Kentucky State University Buyer shall respond to salient questions in writing by issuing an addendum to the solicitation. Any addendum will either incorporate acceptable deviations into the solicitation, indicate the deviation is negotiable with the successful Vendor, or indicate the deviation is unacceptable. Any proposal that includes a deviation deemed unacceptable pursuant to the addendum will result in disqualification of the Vendor's proposal. The addendum shall be posted to the Kentucky State University website at https://www.kysu.edu/finance-and-administration/purchasing/bid-opportunities.php",
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"text": "The procurement process will provide for the evaluation of proposals and selection of the successful proposal in accordance with State law and regulations. Kentucky State University follows KRS Chapter 45A of the Kentucky Model Procurement Code, which provides the regulatory framework for procurement of services."
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"text": "To view the award of contract(s) and the contractor(s) receiving the award(s) for this solicitation, access the Kentucky State University's website at"
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"text": "It is the Vendor's responsibility to review this information in a timely fashion. No other notification of the results of an award of contract will be provided."
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"text": "Kentucky State University is a public, comprehensive, historically black land-grant University serving approximately 2,200 full-time and part-time students from around the world. The University is located at 400 East Main Street Frankfort, Kentucky. The University's 882-acre campus includes a 204-acre agricultural research farm and a 306-acre environmental education center."
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"text": "Pursuant to KRS 45A.210(1) and 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 University, and incorporated as a written amendment to the contract prior to the effective date of such modification or change pursuant to KRS 45A.210(1) and 200 KAR 5:311. Memoranda of understanding, written clarification, and/or correspondence shall not be construed as amendments to the contract. If the contractor finds at any time that existing conditions made modification of the contract necessary, it shall promptly report such matters to the University Buyer for consideration and decision."
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"text": "The University may, at any time by written order, make changes within the general scope of the contract. No changes in scope are to be conducted except upon the approval of the University."
},
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"text": "If the University Buyer determines that deliverables due under the contract are not in conformance with the terms and conditions of the contract and the mutually agreed-upon project plan, the Buyer may request the contractor to deliver assurances in the form of additional contractor resources and to demonstrate that other major schedules will not be affected. The University shall determine the quantity and quality of such additional resources and failure to comply may constitute default by the contractor."
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"text": "I he contract shall not be assigned in whole or in part without the prior written consent of the University Buyer. No portion of work shall be subcontracted without the prior written consent of the University."
},
{
"id": "p7.11",
"order": 11,
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"text": "The University will make payment within thirty (30) working days of receipt of contractor's invoice or of acceptance of goods and/or services in accordance with KRS 45.453 and KRS 45.454. Payments are predicated upon successful completion and acceptance of the described work, services, supplies, or commodities, and delivery of the required documentation. Invoices for payment shall be submitted to the University's Accounts Payable Department."
},
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"type": "heading",
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"text": "30.14 Contractor Cooperation in Related Efforts",
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"level": 3
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"text": "The University may undertake or award other contracts for additional or related work, services, supplies, or commodities, and the contractor shall fully cooperate with such other contractors and University employees. The contractor shall not commit or permit any act that will interfere with the performance of work by any other contractor or by University employees."
},
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"order": 15,
"type": "heading",
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"text": "30.15 Contractor Affiliation",
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"text": "\"Affiliate\" shall mean a branch, division or subsidiary that is effectively controlled by another party. If any affiliate of the contractor shall take any action that, if done by the contractor, would constitute a breach of this agreement, the same shall be deemed a breach by such party with like legal effect."
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"text": "The Vendor and the University agree that all information communicated between them before the effective date of the contract shall be received in strict confidence and shall not be necessarily disclosed by the receiving party, its agents, or employees without prior written consent of the other party. Such material will be kept confidential subject to State and Federal public information disclosure laws. Upon signing of the contract by all parties, terms of the contract become available to the public, pursuant to the provisions of the Kentucky Revised Statutes. The contractor shall have an appropriate agreement with its subcontractors extending these confidentiality requirements to all subcontractors' employees."
},
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"text": "The contractor shall comply with the provisions of the Privacy Act of 1974 and instruct its employees to use the same degree of care as it uses with its own data to keep confidential information concerning client data, the business of the University, its financial affairs, its relations with its citizens and its employees, as well as any other information which may be specifically classified as confidential by the University in writing to the contractor. All Federal and State Regulations and Statutes related to confidentiality shall be applicable to the contractor. The contractor shall have an appropriate agreement with its employees, and any subcontractor employees, to that effect, provided however, that the foregoing will not apply to:"
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"text": "30.20 Patent or Copyright Infringement",
"attrs": {
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"level": 3
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"text": "The Vendor shall report to the University promptly, and in reasonable written detail, each notice of claim of patent or copyright infringement based on the performance of this contract of which the contractor has knowledge. The University agrees to notify the contractor promptly, in writing, of any such claim, suit or proceeding, and at the contractor's expense, give the contractor proper and full information needed to settle and/or defend any such claim, suit or proceeding. If, in the contractor's opinion, the equipment, materials, or information mentioned in the paragraphs above is likely to or does become the subject of a claim or infringement of a United States patent or copyright, then without diminishing the contractor's obligation to satisfy any final award, the contractor may, with the University's written consent, substitute other equally suitable equipment, materials, and information, or at the contractor's options and expense, obtain the right for the University to continue the use of such equipment, materials, and information. The University agrees that the contractor has the right to defend, or at its option, to settle, and the contractor agrees to defend at its own expense, or at its option, to settle, any claim, suit or proceeding brought against the University on the issue of infringement of any United States patent or copyright or any product, or any part thereof, supplied by the contractor to the University under this agreement. The contractor agrees to pay any final judgment entered against the University on such issue in any suit or proceeding defended by the contractor. If principles of governmental or public law are involved, the University may participate in the defense of any such action, but no costs or expenses shall be incurred for the account of the"
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"text": "The Vendor shall, at its own expense, procure all necessary permits, licenses and registrations and abide by all applicable laws, regulations, and ordinances of all Federal, State, and local governments in which work under this contract is performed."
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"text": "The Equal Employment Opportunity Act of 1978 applies to all State government projects with an estimated value exceeding $500,000. The contractor shall comply with all terms and conditions of the Act."
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"text": "https://finance.ky.gov/office-of-the-secretary/office-of-equal-employment-opportunity-contract-",
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"text": "compliance/Pages/default.aspx",
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"text": "Any contract resulting from this solicitation shall be subject to the termination provisions set forth in 200 KAR 5:312."
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"text": "In the event the contractor becomes the subject debtor in a case pending under the Federal Bankruptcy Code, the University's right to terminate this contract may be subject to the rights of a trustee in bankruptcy to assume or assign this contract. The trustee shall not have the right to assume or assign this contract unless the trustee (a) promptly cures all defaults under this contract; (b) promptly compensates the University for the monetary damages incurred as a result of such default, and (c) provides adequate assurance of future performance, as determined by the Commonwealth."
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"text": "This contract shall be governed by, and construed in accordance with, the laws of the Commonwealth of Kentucky. Any action brought against the University on the contract, including but not limited to, actions either for breach of contract or for enforcement of the contract, shall be brought in Franklin Circuit Court, Franklin County, Kentucky in accordance with KRS 45A.245."
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"text": "Vendor hereby warrants that the products or services to be provided under this contract comply with the accessibility requirements of Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794d), and its implementing regulations set forth at Title 36, Code of Federal Regulations, part 1194. Vendor further warrants that the products or services to be provided under this contract comply with existing federal standards established under Section 255 of the Federal Telecommunications Act of 1996 (47 U.S.C. § 255), and its implementing regulations set forth at Title 36, Code of Federal Regulations, part 1193, to the extent the Vendor's products or services may be covered by that act. Vendor agrees to promptly respond to and resolve any complaint regarding accessibility of its products or services which is brought to its attention."
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"text": "The Contractor, as defined in KRS 45A.030, agrees that Kentucky State University, or its duly authorized representatives, shall have access to any books, documents, papers, records, or other evidence, which are directly pertinent to this agreement for the purpose of financial audit or program review. The Contractor also recognizes that any books, documents, papers, records, or other evidence, received during a financial audit or program review shall be subject to the Kentucky Open Records Act, KRS 61.870 to 61.884. Records and other prequalification information confidentially disclosed as part of the bid process shall not be deemed as directly pertinent to the agreement and shall be exempt from disclosure as provided in KRS 61.878(1)(c)."
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"text": "In accordance with KRS 45A.340, the contractor represents and warrants, and the University relies upon such representation and warranty, that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of its services. The contractor further represents and warrants that in the performance of the contract, no person, including any subcontractor, having any such interest shall be employed. In accordance with KRS 45A.340 and KRS 11A.040 (4), the contractor agrees that it shall not knowingly allow any official or employee of the University who exercises any function or responsibility in the review or approval of the undertaking or carrying out of this contract to voluntarily acquire any ownership interest, direct or indirect, in the contract prior to the completion of the contract."
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"text": "No person or selling agency shall be employed or retained or given anything of monetary value to solicit or secure this contract, except bona fide employees of the Offeror or bona fide established commercial or selling agencies maintained by the Offeror for the purpose of securing business. For breach or violation of this provision, the University shall have the right to reject the proposal or cancel the resulting contract without liability."
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"text": "The RFP specifies the format, required information, and general content of proposals submitted in response to the RFP. Kentucky State University will not disclose any portions of the proposals prior to Contract Award to anyone outside the University. After a contract is awarded in whole or in part, the University shall have the right to duplicate, use, or disclose all proposal data submitted by Vendors in response to this RFP as a matter of public record. Although the University recognizes the Vendor's possible interest in preserving selected data which may be part of a proposal, the University must treat such information as provided by the Kentucky Open Records Act, KRS 61.870 et sequitur. Informational areas which normally might be considered proprietary shall be limited to individual personnel data, customer references, selected financial data, formula, and financial audits which, if disclosed, would permit an unfair advantage to competitors. If a proposal contains information in these areas that a Vendor declares proprietary in nature and not available for public disclosure, the Vendor shall declare in the Transmittal Letter [see Section 60.6 (A)] the inclusion of proprietary information and shall noticeably label as proprietary each sheet containing such information. Proprietary information shall be submitted under separate sealed cover marked \"Proprietary Data.\" Proposals containing information declared by the Vendor to be proprietary, either in whole or in part, outside the areas listed above may be deemed non-responsive to the RFP and may be rejected."
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"text": "The Parties acknowledge that KRS 45A.225 to 45A.290 governs contract claims."
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"text": "The University has established an aggressive schedule for completion of the FY 2024 audit. Upon vendor selection and contract award, the University shall issue a Purchase Order Contract for a term beginning upon submission to the Government Contract Review Committee—anticipated prior to April 15, 2024—and with an expiration date of June 30, 2024, with a one (1) year renewal for completion of FY 2024 audit. Three (3) additional, optional one-year renewals may be executed upon the mutual agreement of both parties, with such optional renewals to be aligned with the fiscal year schedule."
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"text": "The scope of the audit shall be a financial statement audit of KSU performed in accordance with auditing standards generally accepted in the United States of America (GAAS) and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States (GAGAS). This audit must include a determination as to whether KSU's federal expenditures have met the Single Audit threshold established by the Single Audit Act and the provisions of 2 CFR 200 Uniform Administrative Requirements, Cost Principles, And Audit Requirements. This audit must also include:"
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"text": "An audit of the University's financial statements for the fiscal year that ended June 30, 2024, which will include an Auditor's Opinion Letter and Management Letter;"
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"text": "An audit of federal awards for the University, including Title IV student financial aid programs, in accordance with government auditing standards and the provisions of the Single Audit Act, for the fiscal year that ended June 30, 2024;"
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"text": "An Independent Auditor's Report on compliance with House Bill 622 (KRS 164A.555 through 164A.630), titled “Financial Management of Institutions of Higher Education,” for the fiscal year that ended June 30, 2024, that is based on the audit of the University's financial statements;"
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"text": "An Independent Auditor's Opinion on the University's compliance with the Kentucky Lease Law (KRS 56.800 through 56.823, KRS 48.111 through KRS 48.190), which also includes a summary of compliance testing procedures and results; and",
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"text": "A letter to the Commonwealth of Kentucky's Auditor of Public Accounts representing that the vendor (firm) is in compliance with GAAP and governmental auditing standards concerning continuing education requirements, independence, and peer review.",
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"text": "As part of the Commonwealth's reporting entity, please be advised that the financial statements must be prepared in accordance with generally accepted accounting principles. Please be aware that the following new governmental accounting standards are in effect for FY 2024:"
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"text": "Weekly status updates shall be required. Audit manager shall update the designated university contact on a weekly basis. Quarterly reports and meetings with the KSU Board of Regents are mandatory. It is critical that communication channels be open and available at all times. Failure of the contractor to provide requested information in a reasonable amount of time shall be grounds for finding the vendor non-compliant with the terms of the agreement."
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"text": "Kentucky State University may reimburse the selected Offeror for travel (if listed in addition to the Offeror's proposal) in accordance with the KSU travel policy and rates."
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"text": "For various reasons, the University desires the FY 2024 audit to be completed prior to September 15, 2024. Consideration will be given to those individuals/firms that can meet the aggressive schedule."
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"text": "Prior to the beginning of the contract, the Vendor will furnish Kentucky State University the Certificates of Insurance that show it has and will maintain all insurance protection (including products liability insurance) at the Offeror's expenses as set forth below. The Offeror agrees that required insurance shall not be cancelled or allowed to lapse during the term of any awarded contract without prior written notification to the University."
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"text": "Products Liability"
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{
"id": "p12.18",
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"type": "text",
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"text": "Each Person $1,000,000"
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"id": "p12.19",
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"type": "text",
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"text": "Each Occurrence $1,000,000"
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"id": "p12.20",
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"text": "Automobile Liability"
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{
"id": "p12.21",
"order": 32,
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"id": "p12.22",
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"text": "Each Person $1,000,000"
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"text": "Each Occurrence $1,000,000"
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"text": "Page 12 of 19",
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Page 13
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Page 13 JSON
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"text": "Kentucky State University must be named as an additional insured in the policy for Comprehensive General Liability. In the event of failure by the contractor to maintain, in force, insurance coverage acceptable to Kentucky State University, the University will have the right to terminate the Contract immediately upon written notice to the Vendor. Copies of Insurance Certificates are to be furnished to the KSU Purchasing Department. Modification of this requirement must be requested in writing with supporting statements, prior to the time of the proposal submission."
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"text": "The certificate of insurance shall name Kentucky State University and its Board of Regents as additional insured in the Description of Operations section of the Certificate of Insurance:"
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"text": "Kentucky State University\nKentucky State University Board of Regents\n400 East Main Street\nFrankfort, KY 40601"
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"text": "SECTION 50 – PROPOSAL SUBMISSION",
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"text": "All proposals become the property of Kentucky State University. The successful proposal shall be incorporated into the resulting contract by reference."
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"text": "Prior to the date specified for receipt of offers, a submitted proposal may be withdrawn by submitting a signed written request for its withdrawal to the Buyer."
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"text": "Each qualified Vendor shall submit only one (1) proposal. Alternate proposals shall not be allowed. Failure to submit as specified shall result in a non-responsive proposal."
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"text": "Affidavit",
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"text": "The Vendor must complete and sign the Affidavit included as Attachment A of this solicitation. An authorized representative of the vendor shall sign where indicated on the Affidavit. If the Affidavit is not signed the proposal shall be deemed non-responsive."
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{
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"text": "Acknowledgement of Addenda",
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"text": "Any Addenda or instructions issued by the Buyer prior to the proposal deadline shall become a part of this RFP. No instructions or changes shall be binding unless documented by a properly issued addendum. It is the Vendor's responsibility to check the website 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 Affidavit as indicated above constitutes the Vendor's acknowledgement of, and agreement to be bound by, the terms of all addenda issued."
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Page 14
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Page 14 JSON
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"text": "Proposals shall be submitted in three (3) parts: The Technical Proposal, the Cost Proposal, and Proprietary Information."
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"text": "The Technical Proposal: The Vendor must include one (1) original paper copy of the technical proposal, clearly marked as the original. The bidder should submit one (1) thumb/flash drive having an exact copy of the original as a .pdf included. The copy requested is necessary in the evaluation of the bid proposal. Bid proposals shall not include embedded documents or hyperlinks to external content. DO NOT SUBMIT ANY PRICING INFORMATION IN THE TECHNICAL PROPOSAL.",
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"text": "The Cost Proposal: The Vendor must submit one (1) original paper copy of the cost proposal, clearly marked as the original. Pricing shall only be provided in the Cost Proposal. All costs shall be in compliance with the Kentucky General Assembly, Government Contract Review Committee's policy",
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"text": "Proprietary Information: The Vendor must submit one (1) original copy of the proprietary information and one (1) thumb/flash drive having an exact copy of the original as a .pdf included. The copy requested is necessary in the evaluation of the bid proposal. Bid proposals shall not include embedded documents or hyperlinks to external content.",
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"text": "E-mailed Proposals shall not be accepted.",
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"text": "Proposals shall be submitted to:"
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"text": "Kentucky State University\nAttn: Fran Pinkston\nAcademic Services Building (ASB), Suite 429\n400 East Main Street\nFrankfort, KY 40601"
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"text": "Proposals shall be submitted by the RFP Closing Date and Time (both are identified on the cover page of this RFP). Bidders are cautioned to allow adequate delivery time to ensure timely delivery of bid proposals. Late bid proposals are ineligible for consideration."
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"text": "The outside cover of the package containing the original and copies of the technical proposal and proprietary information shall be marked:\n\nEXTERNAL AUDIT\nRFP 24-04\nTECHNICAL PROPOSAL\nName of Vendor\nMarch 28, 2024, at 2:00 pm"
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Page 15
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"text": "All proposals must be received no later than the closing date and time listed on the cover page of this RFP. All submitted Proposals shall remain valid for a minimum of six (6) months after the proposal due date."
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"text": "Kentucky State University 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."
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"text": "Other items relevant to previous experience which vendor wishes to provide as additional information.",
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"text": "Include resumes and credentials of all key personnel to be involved, demonstrating their proficiency and expertise in the relevant areas;",
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"text": "Include your firm's methodology for working with and on the behalf of an internal audit department; and",
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"text": "A statement affirming that the Vendor 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 Kentucky Secretary of State for the duration of any awarded contract resulting from this Solicitation;",
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"text": "Kentucky State University will evaluate the Vendor's cost proposal based on the cost portion of the Evaluation Criteria."
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"text": "The lowest cost firm will receive 250 points; other firms will be assigned points based on this cost formula. The Vendor with the lowest price receives the maximum score. The Vendor 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. For example, 250 points is allocated to the lowest price criteria for this procurement. Vendor \"A\" bids $3.00 as the lowest Vendor and receives the maximum 250 points ($3.00 / [p18.4.1]4.00, then \"B\" receives 187.5 points ($3.00 / $4.00 = .75 x 250 = 187.5).",
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"text": "3.00 = 1.00 x45 = 45). Assume Vendor \"B\" is the next lowest Vendor at",
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"text": "Reciprocal Preference for Kentucky Resident Bidders and Preferences for a Qualified Bidder\nThe scoring of cost is subject to 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)."
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"text": "Determining the residency of a bidder for purposes of applying a reciprocal preference"
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"text": "Any individual, partnership, association, corporation, or other business entity claiming bidder status shall submit the attached Required Affidavit for Bidders, Offerors and Contractors Claiming Resident Bidder Status as part of its response. Kentucky State University 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."
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"text": "SECTION 70 – NEGOTIATIONS",
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"text": "Kentucky State University reserves the right pursuant KRS 45A.085 and 200 KAR 5:307 to negotiate a contract with the top-ranked Vendor. In the event the University cannot reach agreement with the top-ranked Vendor, it may proceed to negotiate with the next highest ranked Vendor, and so on. Terms and conditions that may be negotiated at the sole discretion of the University include, but are not limited to, issues related to the Technical and/or Cost proposals."
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"text": "Kentucky State University reserves the right at its discretion to request a Best and Final Offer (BAFO) for technical and/or cost proposals. Vendors are cautioned to propose their best possible"
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"text": "Page 18 of 19",
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"text": "offers at the outset of the process, as there is no guarantee that any Vendor will be allowed an opportunity to submit a Best and Final technical and/or cost offer."
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"text": "SECTION 80 - ATTACHMENTS",
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