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doc16246 RFB_25.003_Barreled_Bourbon.pdf
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Page 1
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"text": "KENTUCKY STATE UNIVERSITY REQUEST FOR BID (RFB)\nFOR\nBARRELED BOURBON",
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"text": "RFB 25.003"
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"text": "KENTUCKY STATE\nUNIVERSITY"
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"text": "DATE OF ISSUE – AUGUST 14, 2024\nDEADLINE FOR QUESTIONS – AUGUST 27, 2024\nCLOSING DATE AND TIME: SEPTEMBER 7, 2024 3:00PM(EDT)"
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"text": "Issued by: Fran Pinkston\nKentucky State University\nAcademic Services Building (ASB), Suite 429E\n400 East Main Street\nFrankfort, KY 40601\n502-597-6434\nFrances.Pinkston@kysu.edu"
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Page 2
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"text": "Kentucky State University wishes to partner with a bourbon distillation and aging facility to conduct studies on the introduction of 4 different species of toasted wood staves during the aging process to influence various characteristics of the bourbon."
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"text": "Kentucky State University issues this solicitation to establish a contract to provide the following service and product: five full-sized barrels of aged bourbon with additional staves added described in Section 2 (Bid Specifications). The influences of white oak, maple, walnut, and hickory staves on bourbon aging characteristics will provide an understanding of wood influence in bourbon flavor and the aging decision-making processes within the whiskey industry. At the end of the study, the bourbon treatment barrels will be bottled and either subjected to sensory evaluation or sold, with proceeds going back to the KSU fermentation program to support continued research in this area."
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"text": "Kentucky State University is seeking to: purchase five full-sized (53 gallon) white oak barrels of aged bourbon with additional staves to be added after sampling."
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"text": "To study the impact of four different types of toasted wood staves on the aging process and characteristics of bourbon in developing new flavor profiles, the bourbon will be examined by storing treatment barrels in the successful bidder's facilities for a period of 3 months, adding additional staves with the following specifications:"
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"text": "Five identical 53 gallon barrels of bourbon, aged for a minimum of 2 years prior to stave placement, will be subjected to treatments of the addition of",
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"text": "control (no additional staves),",
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"text": "10 toasted maple staves.",
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"text": "10 toasted walnut staves, and",
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"text": "for 3 months prior to bottling."
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"text": "750 mL samples from be collected by KSU before the staves are added to barrels and at 1.5 months and then 3 months after staves were added, for sample sensory evaluation and chemical analysis.",
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"text": "Temperature and humidity sensors will be placed near barrels and recorded by devices provided by KSU for the 3 month period.",
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"text": "At the end of the 3 month study, the bourbon treatment barrels will be brought to proof and bottled, with 1/2 of the bottles to be used in taste test studies by participants at KSU. The remaining bottles will be sold by the distiller, with a label designed by KSU, with proceeds going back to support continued research in this area.",
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"text": "Vendors responding to this solicitation must provide documentation of any and all licenses"
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Page 3
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"text": "required under Kentucky and federal law for distilling and selling alcohol."
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"text": "The purpose of this solicitation is to request vendor responses in order to provide the requested service and product under contract to the University as needed."
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"text": "This solicitation specifies requested services and items. It is not the intention of this solicitation to eliminate vendors or manufacturers of similar or equal services or items equipment of the types specified. It should be noted, however, that these requested items are written around specific needs of Kentucky State University. The University reserves the right to consider bids non-responsive if they do not comply with the specifications contained herein."
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"text": "Renewal Clause – Not Applicable",
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"text": "This contract may be extended at the completion of the initial contract period for two (2) additional one-year periods. This extension must have the written approval by all parties. If the contract resulting from this solicitation provides for an optional renewal period, Kentucky State University reserves the right to renegotiate any terms and/or conditions as may be necessary to meet requirements for the extended period. The vendor will be advised of any proposed revisions prior to the renewal periods. In the event proposed revisions cannot be agreed upon, either party shall have the right to withdraw without prejudice from either exercising the option or continuing the contract in an extended period."
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"text": "Exceptions to Specifications",
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"text": "Vendors are cautioned that changes made to the solicitation other than in the designated fields for response shall render the response invalid and result in a non-responsive bid. Otherwise, it will be considered that items/services offered are in strict compliance with these specifications, and the successful bidder shall be held responsible for delivering materials/services that meet these specifications. Any exceptions shall be marked as such within the body of the bid and explained on a separate page. The University is not bound to accept any exceptions."
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"text": "Unless otherwise specified, brands and specifications referenced in this solicitation are meant to establish a minimum standard of quality only. Bidders may bid brands/ specifications they consider to be equal by specifying the brand(s)/specifications and inserting the brand name(s), model number(s), etc. on which they are bidding. Bids offering “equal” products/specifications will be considered for award if such products are clearly identified in the bid and are determined by Kentucky State University to meet or exceed fully the minimum essential specifications and"
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"text": "salient characteristics referenced in the Solicitation. Bids that contain products/specifications that fail to meet the minimum essential requirements shall be deemed non-responsive. Bidders who propose alternate brands/specifications should enclose descriptive literature with their bids so that the equality can be verified. Failure to enclose sufficient literature may result in a non-responsive bid. If the brands are not changed, the contract will be written accordingly and the successful bidder shall be required to deliver the brands/specifications stated in the solicitation."
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"text": "It is the vendor's responsibility to check the web site for any modifications to this solicitation. Electronic Bid submittal is the vendor's agreement to be bound by the terms of all addenda issued."
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"text": "This contract shall be for use by Kentucky State University."
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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 Purchasing Buyer."
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"text": "C. Submission of RFB Response",
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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": "Any Addenda or instructions issued by the Purchasing Buyer prior to the proposal deadline shall become a part of this RFB. Such addenda shall be acknowledged in the Proposal. No instructions or changes shall be binding unless documented by a properly issued addendum. It is the vendor's responsibility to check the web site for any modifications to this solicitation."
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"text": "All price proposals must be received no later than the closing date and time listed on the cover page of this RFB. All price proposals shall remain valid for a minimum of six (6) months after the proposal due date."
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"text": "Kentucky State University is exempt from paying sales or use taxes, except on those items and/or purchase transactions that are specifically exempted by law."
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"text": "A proposal shall not be considered for award if the price in the proposal was not 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. In addition, the offeror is prohibited from making multiple proposals in a different form."
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"text": "Kentucky State University intends to award a contract to the vendor, whose offer, conforming to the solicitation, is the most advantageous on the basis of \"best value\" for all products, services, and requirements contained herein."
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"text": "An evaluation committee, or a designated individual, will evaluate the information provided by the vendor in response to the established measurable criteria contained in the solicitation."
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"text": "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."
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"text": "A bidder shall submit one (1) response to a solicitation and shall not propose more than one (1) price for each item listed in the solicitation, except for requested tier pricing. Multiple or alternate bids offering more than one (1) bid price in total or by line item shall be rejected."
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"text": "Vendors responding with the minimum Best Value requirements in this solicitation shall not be credited with Best Value points. Vendors responding with greater than the minimum requirements shall receive Best Value points. Failure to provide adequate information will impact the evaluated points awarded to the vendor."
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"text": "The bidder with the lowest Price receives the maximum score. The bidder 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, 90 points is allocated to the lowest Price criteria for this procurement, bidder \"A\" bids $3.00 as the lowest bidder and receives the maximum 90 points ($3.00 / [p6.7.1]4.00, then \"B\" receives 67.5 points ($3.00 / $4.00) = .75 x 90 = 67.5).",
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"text": "Due to KSU staff having to monitor the barrels, location is a factor for consideration. The bidder with the closest, most accessible location will receive maximum points. All others will be calculated by dividing the closest location by their location and multiplied by available points."
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"text": "KRS 45A.490 Definitions for KRS 45A.490 to 45A.494. As used in KRS 45A.490 to 45A.494: (1) \"Contract\" means any agreement of a public agency, including grants and orders, for the purchase or disposal of supplies, services, construction, or any other item; and (2) \"Public agency\" has the same meaning as in KRS 61.805."
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Page 7
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"text": "Solicitation or quotation forms that include terms and conditions not in conformity with the terms and conditions of this solicitation or the Statutes of the Commonwealth of Kentucky may be deemed non-responsive. Kentucky State University shall not be bound by any part(s) of the bidder's response to this solicitation that contains information, options, conditions, terms, or prices neither requested nor required in the solicitation. In the event of any conflicts between the specifications, terms and conditions indicated by Kentucky State University and those indicated by the contractor, those of Kentucky State University take precedence. The contract supersedes all bids or other prior agreements, oral or written, and all other communications between the parties relating to this subject."
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"text": "Section 16",
"attrs": {
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{
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"order": 8,
"type": "heading",
"bbox": {
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"text": "Post Contract Agreements",
"attrs": {
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"text": "The resulting contract shall constitute the entire agreement between Kentucky State University and awarded contractor. The University shall not be required to enter into nor sign further agreements, leases, company orders or other documents to complete or initiate the terms of a contract resulting from this solicitation or offer. Any such documents so obtained will be nonbinding on the University and will be cause for breach of contract."
},
{
"id": "p7.10",
"order": 10,
"type": "heading",
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"text": "Section 17",
"attrs": {
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"level": 3
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{
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"type": "heading",
"bbox": {
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"text": "Quantity Basis of Contract – Estimated Quantities",
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"text": "Any and all quantities mentioned in this solicitation are purely estimates, and are not to be implied nor inferred as being guarantees. Kentucky State University is obligated to buy only that quantity needed during the term of the contract. Requirements may exceed the quantities shown and the contractor will be required to furnish all requirements shown on Delivery Orders dated during the life of the contract."
},
{
"id": "p7.13",
"order": 13,
"type": "heading",
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"attrs": {
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},
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{
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"order": 14,
"type": "heading",
"bbox": {
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"text": "Cancellation Clause – 30 Day Notice",
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"type": "text",
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"text": "Kentucky State University may cancel the contract established from this solicitation by giving written notice thirty (30) days prior to effective cancellation date. In the event such action is taken, the contract shall be null and void upon receipt of a Notification of Contract Cancellation from Kentucky State University canceling the contract."
},
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"text": "All services performed under this contract, if applicable, shall be in accordance with the terms"
},
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"type": "footer",
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"text": "7 | Page",
"attrs": {
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Page 8
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"text": "and provisions of the contract. It will be the University's responsibility to ensure that such services rendered are performed and are acceptable. The relationship between the University and the Contractor is that of client and independent contractor. No agent, employee, or servant of the contractor or any of its subcontractors shall be or shall be deemed to be an employee, agent, or servant of Kentucky State University for any reason."
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"text": "The contractor will be solely and entirely responsible for its acts and the acts of its agents, employees, servants and subcontractors during the performance of this contract. Major deviations of services performed will not be made without the written approval of Kentucky State University. Problems that arise under any aspect of performance should first be resolved between the vendor and the University main point of contact for day to day operations. Either party should refer in writing any such problems and/or disagreements that cannot be resolved to Kentucky State University General Counsel for settlement."
},
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{
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"type": "heading",
"bbox": {
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"text": "Addition or Deletion of Items or Services",
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"text": "Kentucky State University reserves the right to add new and similar items, with the consent of the vendor, to any contract awarded from this solicitation. Kentucky State University will issue a contract Amendment to effect this change. Until such time as the vendor receives a contract Amendment, the vendor shall not accept Delivery Orders referencing such items or services."
},
{
"id": "p8.6",
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"type": "heading",
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"type": "heading",
"bbox": {
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"text": "Agreement between Parties",
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"text": "By submitting a bid, the bidder acknowledges and agrees to be bound by the terms and conditions of the solicitation. The bidder agrees that a resulting contract is the complete and exclusive statement of the agreement between the parties, which supersedes all prior agreements, oral or written, and all other communications between the parties relating to the subject matter of this solicitation."
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"text": "It is further agreed between the parties, that any valid modification of contractual agreement must be formalized by issuance of a Contract Modification from Kentucky State University. Purchase or Sales Agreements, supplied by the bidder making an offer, in reply to the solicitation, will not be accepted. The only terms and conditions acceptable to Kentucky State University are as outlined in the solicitation. Bids not conforming will be considered as non-responsive."
},
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"type": "heading",
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"type": "heading",
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"text": "Governmental Restrictions",
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"level": 3
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"text": "In the event any Governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship, or performance of the items offered on this proposal prior to delivery, it shall be the responsibility of the successful bidder to notify the Kentucky State University in writing, indicating the specific regulation which requires such alterations. Kentucky State University reserves the right to accept any such alterations, including any subsequent"
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Page 9
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"text": "price adjustments, or to cancel the contract."
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"text": "The vendor shall be paid, upon the submission of proper invoices at the prices stipulated for the supplies delivered and accepted, or services rendered. Unless otherwise specified, payment will not be made for partial deliveries accepted. Payments will be made within thirty (30) working days after receipt of goods or a vendor's invoice in accordance with KRS 45.453 and KRS 45.454."
},
{
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"type": "heading",
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"text": "All supplies, equipment and services shall be subject to inspection or tests by Kentucky State University prior to acceptance. In the event of supplies, equipment or services are defective in material or workmanship or otherwise not in conformity with specified requirements, the University shall have the right to reject the items or services or require acceptable correction at the vendor's expense."
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"block_label": "paragraph_title"
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"text": "Inquiries",
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"text": "All questions shall be submitted in writing by August 27 by 4:30 PM EST to the Kentucky State University Purchasing Buyer listed below. No questions shall be accepted after the date(s) listed unless the question(s) is considered material to the procurement. The University shall respond to salient questions in writing by issuing an addendum to the solicitation. The addendum shall be posted to the Kentucky State University public website. SUBMIT QUESTIONS ON ATTACHMENT B – VENDORS' QUESTION FORM"
},
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Page 10
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"text": "Sole Point of Contact",
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"text": "The Kentucky State University Purchasing Buyer listed below shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular, express, or electronic mail), concerning this procurement shall be addressed to:"
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"text": "Purchasing Department\nFran Pinkston\nKentucky State University\n400 East Main Street\nAcademic Services Building (ASB), Suite 429\nFrankfort, KY 40601\n502-597-6434\nFrances.Pinkston@kysu.edu"
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"text": "From the issue date of this solicitation until a contractor(s) is selected and the selection is announced, offerors are not allowed to communicate with any Kentucky State University concerning this solicitation except: The Kentucky State University Purchasing Buyer cited in this solicitation via written questions submitted to the Purchasing Buyer."
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"text": "Potential bidders should clearly understand that any verbal representatives made or assumed to be made during any oral discussions held between representatives of potential bidders and any Kentucky State University employee or official are not binding on the University. For violation of this provision, Kentucky State University shall reserve the right to disqualify the bid/proposal."
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"text": "The contractor is not permitted to make subcontract(s) with any other party for furnishing any of the work or services herein. The contractor shall be solely responsible for performance of the entire contract"
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"text": "Contracts Direct with Manufacturer: In the event a manufacturer bids direct and is awarded a contract, Kentucky State University shall request the contractor to furnish evidence of registration with the U.S. Internal Revenue Service. This registration shall be in accordance with the “Temporary Rules, 1958 Excise Tax Act”. After such registration, individual Excise Tax Exemption Certificates are not necessary on each individual order issued against the contract by Kentucky State University. Therefore, quoted prices must be exclusive of Federal Excise"
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Page 11
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"b": 542.88
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"text": "The Equal Employment Opportunity Act of 1978 applies to Kentucky State University projects with an estimated value exceeding $500,000. The contractor shall comply with all terms and conditions of the Act."
},
{
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"order": 6,
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"text": "Section 28",
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{
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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 Kentucky State 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": "Pursuant to KRS 45A.285, the Secretary of the Finance and Administration Cabinet, or his designee, shall have authority to determine protests and other controversies of actual or prospective offerors in connection with the solicitations or selection for award of a contract."
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"text": "Kentucky State University certifies that it is in compliance with the provisions of KRS 45A.695, \"Access to contractor's books, documents, papers, records, or other evidence directly pertinent to the contract.\""
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"text": "The Contractor, as defined in KRS 45A.030, agrees that Kentucky State University 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."
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"text": "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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Page 12
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"text": "Pursuant to KRS 45A.480(1)(b), an agency, department, office, or political subdivision of the Commonwealth of Kentucky shall not award a state contract to a person that is a foreign entity required by KRS 14A.9-010: to obtain a certificate of authority to transact business in the Commonwealth (“certificate”) from the Secretary of State under KRS 14A.9-030: https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=40424 therefore, foreign entities should submit a copy of their certificate with their solicitation response. If the foreign entity is not required to obtain a certificate as provided in KRS 14A.9-010:",
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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": "If any or all responses received exceed the amount of funding available, the Kentucky State University, reserves the right to cancel this RFB."
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"text": "Pursuant to KRS 45A.485, contractors are required to reveal final determinations of violation of"
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"text": "certain statutes incurred within the last five (5) years and be in continuous compliance with those statutes during the contract. Where applicable, the vendor is required to complete and submit Report of Prior Violations of Tax and Employment Laws."
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"text": "(Effective April 8, 2015) Discrimination (because of race, religion, color, national origin, sex, sexual orientation, gender identity, age, or disability) is prohibited. This section applies only to contracts utilizing federal funds, in whole or in part. During the performance of this contract, the contractor agrees as follows:"
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"text": "The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, national origin, sex, sexual orientation, gender identity, or age. The contractor further agrees to comply with the provisions of the Americans with Disabilities Act (ADA), Public Law 101-336, and applicable federal regulations relating thereto prohibiting discrimination against otherwise qualified disabled individuals under any program or activity. The contractor agrees to provide, upon request, needed reasonable accommodations. The contractor will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, religion, color, national origin, sex, sexual orientation, gender identity, age or disability. Such action shall include, but not be limited to the following; employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensations; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.",
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"text": "The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age or disability.",
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"text": "The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice advising the said labor union or workers' representative of the contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor will take such action with respect to any subcontract or purchase order as the University may direct as a means of enforcing such provisions, including sanctions for noncompliance.",
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"text": "The contractor will comply with all provisions of Executive Order No. 11246 of September 24, 1965 as amended, and of the rules, regulations and relevant orders of the Secretary of Labor.",
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"text": "Secretary of Labor, or pursuant thereto, and will permit access to his books, records and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders."
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"text": "In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations or orders, this contract may be cancelled, terminated or suspended in whole or in part and the contractor may be declared ineligible for further government contracts or federally-assisted construction contracts in accordance with procedures authorized in Executive Order No. 11246 of September 24, 1965, as amended, and such other sanctions may be imposed and remedies invoked as provided in or as otherwise provided by law.",
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"text": "The contractor will include the provisions of paragraphs (1) through (7) of section 202 of Executive Order 11246 in every subcontract or purchase order unless exempted by rules, regulations or orders of the Secretary of Labor, issued pursuant to section 204 of Executive Order No. 11246 of September 24, 1965, as amended, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions including sanctions for noncompliance; provided, however, that in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the agency, the contractor may request the United States to enter into such litigation to protect the interests of the United States.",
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"text": "(Effective April 8, 2015) Discrimination (because of race, religion, color, national origin, sex, sexual orientation, gender identity, age, or disability) is prohibited. This section applies only to contracts utilizing federal funds, in whole or in part. During the performance of this contract, the contractor agrees as follows:"
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"text": "The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, national origin, sex, sexual orientation, gender identity, or age. The contractor further agrees to comply with the provisions of the Americans with Disabilities Act (ADA), Public Law 101-336, and applicable federal regulations relating thereto prohibiting discrimination against otherwise qualified disabled individuals under any program or activity. The contractor agrees to provide, upon request, needed reasonable accommodations. The contractor will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, religion, color, national origin, sex, sexual orientation, gender identity, age or disability. Such action shall include, but not be limited to the following; employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensations; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.",
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"text": "The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age or disability.",
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"text": "The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice advising the said labor union or workers' representative of the contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor will take such action with respect to any subcontract or purchase order as the University may direct as a means of enforcing such provisions, including sanctions for noncompliance.",
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"text": "The contractor will comply with all provisions of Executive Order No. 11246 of September 24, 1965 as amended, and of the rules, regulations and relevant orders of the Secretary of Labor.",
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"text": "In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations or orders, this contract may be cancelled, terminated or suspended in whole or in part and the contractor may be declared ineligible for further government contracts or federally-assisted construction contracts in accordance with procedures authorized in Executive Order No. 11246 of September 24, 1965, as amended, and such other sanctions may be imposed and remedies invoked as provided in or as otherwise provided by law.",
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"text": "ALL PROVISIONS OF THIS SOLICITATION (RFB 25-003) SHALL BE PART OF ANY RESULTING CONTRACT."
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