RFP ADDENDUM #1

                     Frankfort Transit- Dispatching Software, RFP # 22021005-67                   

Date of Addendum: August 19, 2022

NOTICE TO ALL POTENTIAL RESPONDENTS

The Request for Proposals (RFP) is modified as set forth in this Addendum. The original RFP Documents and any previously issued addenda remain in full force and effect, except as modified by this Addendum, which is hereby made part of the RFP. Respondent shall take this Addendum into consideration when preparing and submitting its Proposal.

PROPOSAL SUBMITTAL DEADLINE

The Proposal submittal deadline and corresponding deadlines has been changed as noted herein, and modifies the deadline stated in the RFP.   The new Proposal submittal deadline is 2:00 pm on September 2, 2022.

Deadlines are now the following:

Submission Deadline

September 2, 2022

Interviews/Demonstrations

September 12-16, 2022

Notice of Intent to Award

September 23, 2022

Contract Award

October 28, 2022

1.0 – RFP MODIFICATION

Medicaid Subcontracting Integration:

After consulting with the potential broker, Medicaid Subcontracting Integration is no longer needed and should be excluded from this RFP.  Please disregard the Medicaid Subcontracting Integration section located on page 47 of the RFP.

2.0 – QUESTIONS AND ANSWERS

The following questions and answers are provided as a matter of information to clarify issues raised about the RFP. To the extent that changes to the RFP are required based on the questions received, the RFP has been modified as noted above in the RFP section of this Addendum. 

Question/Answers

Q: Will FT consider an extension to the due date of at least one week to allow proposers to review the answers to questions which may alter responses?

A:  Yes, FT will extend the proposal due date to September 2, 2022.  In addition, the interviews will be extended to the week of September 12-16 and the Notice of Intent to Award will be extended to September 23.  Finally, the Contract Award will be extended until October 28th (the additional time is necessary to facilitate the Commission Meeting schedule). 

Q: Can we provide separate demand response (DR) and deviated fixed route (DFR) solutions for pre/post-trip inspections?

A:  No, all vehicles within FT fleet can be used for either DR or DFR.  Pre/post trip inspections based on vehicle type would be accepted. 

Q: Do all vehicles run both demand response (DR) and deviated fixed route (DFR)?

A: While all vehicles do not generally provide service for both DR and DFR, they can if needed. 

Q: Please indicate the number of vehicles for demand response (DR) and deviated fixed route (DFR) for both entire fleet and peak utilization if fleets a separately dedicated?

A:  The total number of fleet vehicles is 31.  The peak utilization of the fleet is approximately 20 vehicles.

Q: For the customer complaint add-on, does FT want IVR for this add-on?

A: No, IVR is not required for customer complaint tracking.

Q: Does FT want to track ridership on the Trolley?

A: Yes, ridership and pick up/ drop off locations on the trolley do need to be tracked.

Q: What format is FT’s existing client database?

A:  FT is currently using an internally created database that utilizes google app sheet.

Q: FT listed as a required feature “5.1.b.8 Wireless Fleet Location and Communication Equipment and Products (Tablets)”, yet also stated later in “5.2.f.1 A real-time wireless vehicle location and operator communication product should be incorporated with FT’s existing tablets and hardware” will either suffice?

A:  All products should be incorporated with FT’s existing tablets and hardware.

Q: Can FT provide more detail on “ 5.2.a.9 The product’s customer information fields shall be customizable.”?

A: FT should be able to select what information is included within the customer information field such as location and preferences.   This can be facilitated by a dropdown menu of pre-selected options.

Q: Does FT currently utilize PTT as mentioned in “5.2.f.6 The product must run in conjunction with

current tablet applications such as Push to Talk (PTT) technology.”?

A:  Yes, FT currently utilizes PTT via an ATT First Net App installed on all tablets. 

Q: FT does not desire the public to view all fixed route vehicles in real-time as stated in “5.3.d.4, The product shall allow customers to view the location of their vehicle (for both DR and DFR services) on a map based interface.”  Is this correct?

A: This is correct but separate applications may be needed for this process.   DR should not be shown with DFR.   DR should require a reservation to track “their vehicle”.  DFR should be open for public view via the app.

Q: Does FT work with a 3rd party for eligibility and certification compliance? Additionally, is there a 3rd party program that needs to be integrated with either through an electronic connection or manual import?

A: FT does not currently work with any 3rd party program.

Q: Does FT desire to utilize the existing mobile devices in the vehicles if the selected vendors software is compatible or does FT desire to replace the existing devices?

A: FT does not desire to replace existing devices and the selected vendor software must be compatible.

Q: Does FT want to see the Master Service Agreement from the proposers?

A:  Yes, this information should be provided.

Q: Will FT accept a detailed cost proposal (in the format organized by the proposer), in addition to the cost proposal form provided? This is asked specifically to assist with clarity on pricing.

A:  FT will accept both a detailed cost proposal in addition to the cost proposal form provided.

Q: In section 1.3 it states, “Proposals must be submitted on the attached form and signed in ink by an authorized individual of the company or corporation.” If the proposal is submitted electronically through Demandstar would electronic signatures be acceptable? Or would you like the signatures in ink and scanned?

1. In Appendix C it states, “One (1) original paper copy and one (1) duplicate copy on a USB thumb drive.” Can we omit this requirement if submitting electronically?

A: Electronic signatures will be accepted.  You may omit any hard copy requirements if submitting through Demandstar. 

Q: We would like to send you our Exceptions and draft contract. Should those be sent to you?

A:  No,  those items need to be submitted within the proposal document.

Q: Please confirm the maximum number of booked trips per day?

A:  Currently, trip reservations are between 40-60 trips per day.   Pre-Covid, trips averaged between 80-100 trips per day.  We expect for this to be the trend within the next year or so as ridership is already increasing. 

Q: Is there any flexibility towards the pricing form? For example, our systems aren’t pricing in per unit   costs.

A:  You may submit a pricing form using your current form as long as it pricing encompasses each requirement.

Q: Can you please elaborate on the requirement to include the number of staff hours for each task and where this information is to be shown?

A: If this question is referring to pgs. 23-24 staff hours refers to the time that FT must allot for FT IT support staff and FT staff training.   In addition, please outline the maximum number of hours that your staff will assist in each task (i.e. set up, training, start up assistance, system development etc.).

Q: Please clarify what is meant by database cleaning?

A:  Any costs associated with converting our current information into your system.  This may include “cleaning” such as address spelling or name edits depending on your system formats.

Q: Is it acceptable for the vendor to propose to use FT’s existing Android tablets and mounting equipment?

A: Yes, it is acceptable and mandatory for this proposal to use FT’s existing tablets and mounting equipment.

Q: Will the potential add-on features be included in the evaluation?

A: The potential add on features will be evaluated as a portion of the 20 points allowed for the “Software and Hardware Component Capability to Meet FT Needs” evaluation criteria.   Add on features will be 5 of the 20 points (1 point for each feature, excluding Medicaid Subcontracting Integration which is no longer needed). 

Q: Where should the future annual support fees for years 2-5 be shown?

A:   Future annual support fees can be shown on the Annual Technical Support Fee line, pg. 51.

Q:  Where should the annual support fees for the add-on features be shown?

A:   Future annual support fees for add-on features can be listed within the Add-On Feature Row, pg. 51

Q: Would you like pricing for 30 or 31 vehicles?

A: Pricing should be for 31 vehicles.

Q: Medicaid Subcontracting Integration:

1. 1. Describe the process for calculating State Medicaid client trip billing

A:  FT will subcontract state medicated client trips.   Therefore, billing

1. 2. Do invoices need to be in a specific format? Do you have examples?

   3. How are Medicaid trips received by Frankfort Transit? (Is a trip import required?)

1.    When & how will proposer receive the responses to these questions? (i.e. direct email, website post, etc.) 

A:  Medicaid Subcontracting Integration is no longer needed since all technology will be provided by the broker.

Q: How many days should the bid be valid for? 

A:  The proposal must be valid for 120 days.

Q: Is it acceptable to submit an electronic copy of the proposal, in addition to the paper copies? 

A: Yes, if the electronic copy is submitted through Demandstar.

Q: If so, is a USB (flash drive) an acceptable form of Electronic Copy? 

A: A flash drive is an acceptable form of Electronic Copy if submitted with paper copies as well.

Q: Can a USB containing additional materials and videos be included with our proposal for better understanding of our software?  

A: Yes, any additional materials or videos may be included in the proposal for better understanding of your software.  All information is welcome.

Q: Does the price proposal need to be in a separate sealed envelope from the technical proposal?  

A: No, cost proposal is included as a portion of the evaluation criteria and may be submitted within the technical proposal.

Q: Can Proposers include a copy of the specific vendor pricing sheet as explanation along with the required pricing form?  

A:  FT will accept both a detailed cost proposal in addition to the cost proposal form provided.

Q: What are some of the biggest concerns seen with the current software solution that you would change immediately if you could?  

A: Our current software is very basic.  The biggest advancement we are looking forward to is the ability to optimize trips to be more efficient with both time and fuel.   The ability to track where the vehicles are in real time is also a high priority.   Reporting is very limited with the current software and needs to be addressed.  Finally, being able to use the same platform for both demand response and deviated-fixed trips is very important. 

Q: What are the goals of (agency) surrounding this software upgrade?  

A:  Performing trips with higher efficiency and tracking vehicles are the two main goals for the software upgrade.  

Q: What is the budget for this project? 

A: FT is not able to provide this information as it is a competitive procurement.

Q: What is the funding source for this project? 

A: Funding for this project is provided by an FTA Capital Grant (5339) that has been awarded to FT by the Kentucky Transportation Cabinet, Office of Transportation Delivery (KYTC). 

Q: What are the funding deadlines/timelines for this project, ie, when does the money need to be spent? 

A: There is no deadline for expending the money awarded for this project.  However, FT intends to spend the funds within FY23. 

Q: Does (Agency) have a preferred cellular network? If so, please provide contact information for our account manager. 

A:  FT uses AT&T First Net for all cellular.  The account manager is Bobby Ripy, bripy@frankfort.ky.gov.

Q: Does (Agency) provide any other types of service that may be used by the awarded solution?  

A:  All FT types of services are described within the RFP.

Q: Does (Agency) have an IVR system currently?  

A: No, FT does not currently have an IVR system.

Q: Does (Agency) have any Commuter Routes that would be considered part of this project? If so, how many?  

A: No, FT does not have any Commuter Routes.

Q: Is there a consultant involved with this RFP? If yes, what is the name of the firm or individual? 

A: No, there is no consultant involved with this RFP.

Q: How many in office users will you have? 

A:  Currently, FT has 5 office users. 

Q: Do you want the chosen vendor to do all the driver training or are we training the trainers? 

A:  The chosen vendor may train the trainer.  FT staff will then provide additional training to all drivers.

Q: If training the trainers, how many of those are there?  

A:  FT will provide 4 staff for driver training.

Q: How many depots do you operate if more than 1? 

A:  FT has only one depot.

Q: Do you have any subcontractors?  

A:  No, FT does not have any subcontractors.

Q: Are any private contractors/subcontractors used to provide trips for (agency)? If yes, how are these contractors paid, by the trip or by the hour?  

A:  No private contractors/subcontractors are used to provide trips. 

Q: Will (agency) allow proposers to provide a demo of the software before awarding the contract? 

A: Yes, interviews/ demonstrations will be scheduled for the week of September 12-16.  Vendors will be allowed 2 hours to demonstrate their product and answer questions.

Q: What is your agency expectations related to data conversion from the Route Match system? 

A:  FT is no longer using Route Match.   We are currently using our own software via Google App Sheet.

Q: Are there any interfaces required to external sources such as Medicare? If so, what other external source 

A: No, there are no interfaces required to external sources.

Q: Please provide 3 years of monthly reporting summaries for your demand response system.

A: Our current system does not provide a reporting summary.   

Q: How many dispatchers does your agency have? 

A: FT currently has 2 dispatchers.

Q: How many reservation agents does your agency have? 

A:  FT does not differentiate between dispatchers and reservation agents.

Q: How many hybrid positions (i.e., reservations/dispatch scheduling) in one position does your agency have?  

A: 2

Q: Are the Drivers and/or Dispatchers represented by a Union? If so, which Union?  

A: No, there is no union representation.

Q: Does the service area encompass more than one county? If so, which counties (other states as well)?  

A: No, FT only provides service within the incorporated city limits of the City of Frankfort located in Franklin County.

Q: Does your agency provide group trips? If yes, what percentage of trips are group trips?  

A: Our agency does not provide group trips at this time but hope to in the future.

Q: What is the maximum number of paratransit vehicles at peak service on any given day? 

A: Currently, the maximum number of paratransit vehicles at peak service is 7.

Q: Please indicate if there are any holidays for no service or reduced service.  

A: Yes, there are holidays that include no or reduced services. Those holidays are outlined within the RFP.

Q: On what days of the week are trips provided?  

A:  Trips are provided Monday- Saturday.  Details are outlined within the RFP.

Q: What are your hours of service? 

A: Hours vary depending on the day of the week and are outlined within the RFP.

Q: What are your current Rides per Hour (RPH)? 

A: FT does not currently collect data on RPH.

Q: What is your average trips per day? 

A: FT averages between 40-60 trips per day on demand response service and 250-300 trips per day on deviated fixed route.  A trip is defined as one pick up and one drop of and does not include the return.  Of those demand trips daily; 16 are standing order (included with JOBS program) with pre-scheduled return trips, 6 trips are one way, and approximately 20-30 trips are will-call. 

Q: What is the average trip length?

A: FT does not currently collect data on average trip length.

Q: What is the number of will calls weekly?  

A: Will-calls are trips that take place on-call after FT has taken the passenger to their destination.  FT averages 20-30 will-call trips per day. 

Q: What is the weekly average number of declined trips? 

A: FT does not currently collect data on weekly average number of declined trips.

Q: What is average number of one-way trips provided weekly? 

A: FT averages 30 one way trips weekly.

Q: Does your agency provide subscription trips (standing orders)? If so, what percentage of trips are subscription trips? 

A: FT provides between 50%-90% subscription trips depending on the day.

Q: What is the number of Flex Routes (Deviated Fixed Route) per day and per week?  

A:  FT provides 3 routes M-F and 2 routes on Saturday.  Route details are provided within the RFP.

Q:  What is the current size of your client population? 

A: According to the 2020 Census, the city of Frankfort’s current population is 28,602.

Q: What is the growth rate? 

A:  Current growth rate is 1.07%.

Q: On average, how many taxi trips are used per day? 

A: FT does not provide taxi services.

Q: On average, how many calls will your call center handle? 

a.            What is the peak number of calls handled per hour? 

A:  FT does not currently collect data on calls to the call center.

Q: Is it mandatory that in vehicle applications must operate on both apple and android based platforms?

A: No, it is preferred but not mandatory.  All applications must operate on an android based platform since that is our current tablet. 

Q: What is the anticipated timeline for compatibility with BGCAP?

A: FT anticipates beginning subcontracting with BGCAP by January 2023.  Medicaid Subcontracting Integration is no longer included in the RFP. All technology will be provided by the broker.

Q: Are the 7 J.O.B.S. access vehicles in use at peak times in addition to the 20 vehicles in use at peak times for the Demand Response, Deviated-Fixed Routes?  Plus the additional seasonal trolley for a total of 28 vehicles at peak times?  Please clarify.

A:  Currently, the breakdown of peak performance vehicles is: 7 Demand Response/JOBS, 5 Deviated-Fixed, 3 Admin, 4 lunch break drivers, and 1 Trolley for a total of 20 vehicles.

Q: What language do they want the system to work in beyond English?

A: Spanish is the minimum requirement but the ability for other languages is preferred.

Q: What are the average daily one-way trip counts for IVR?  Will both night-before and on-the-way IVR calls be required?

A: FT currently does not provide IVR.  No, only night-before IVR calls will be required.

Q: In regards to IVR, what is meant by this statement: The product shall classify cancelations as later requests based on time frames from scheduled pick-up times or assigned classifications as needed by FT?

A:  According to FT policy cancellations must be made 1 hour in advance or it is considered a no show.   The product must allow for FT staff to change a cancellation to a no show based on the time frame that it was cancelled.  If the system can do this automatically, that is also acceptable.

Q: There is a requirement for a training follow-up 6 to 8 weeks after go-live.  What is the expectation for number of on-site training days?

A:  This training is as needed after go-live.   FT does not expect more than 8 hours of this training as it is just for the purpose of follow up. 

Q: Per the RFP, there is no city-wide Wi-Fi network in Frankfort, KY.  How do you anticipate this will affect the ability for clients to utilize a mobile app? 

A: Clients will need to use their own WiFi or networks that are available from private companies (i.e. Kroger or McDonalds).

Q: Is this requirement asking that drivers have the ability to input trips into their manifests: The product should allow for same-day operator client trip inputs into their manifests?

A: Drivers do not need the ability to input trips into the manifest.  Dispatch will need the ability to input same day trips into the manifest.

Q: Can the City share any current pain points/areas of improvement with its current "in-house" dispatching software?

A: Our current software is very basic.  The biggest advancement we are looking forward to is the ability to optimize trips to be more efficient with both time and fuel.   The ability to track where the vehicles are in real time is also a high priority.   Reporting is very limited with the current software and needs to be addressed.  Finally, being able to use the same platform for both demand response and deviated-fixed trips is very important. 

Q: What are the operational pain points in each service? 

A: Demand Response: The inability to optimize trips and track vehicles.

Deviated-Fixed Route: The inability to input deviations and detours on driver tablets.  The inability to track vehicles and on-time performance measures.

  Trolley-The inability to track vehicle and passenger counts.

Administration- The inability to provide adequate reporting for NTD report without manually entering data on a daily basis. 

Q: Is the City interested in proposals that recommend the conversion of its Deviated Fixed-Route and Seasonal Trolley services to a fully on-demand service model, if such a model can be demonstrated to offer a higher quality of service for customers and lower costs for the City of Frankfort? On-demand technologies have been demonstrated to achieve these improvements for similar deviated fixed route services. 

A:  FT is interested in any solution (including on-demand) that allows for some features provided in standard fixed route solutions such as on-time performance measures, vehicle tracking and live deviation/detour adjustments.  

Q: Can the City confirm that it is seeking a fully demand-responsive transit service? In other words, that all trips delivered by the consolidated transportation service would be either booked in advance, or on-demand (i.e. at the moment of desired travel), rather than operating on fixed routes and schedules?

A: FT is not interested in becoming a fixed route and maintaining a strict schedule.  We are interested in maintaining a close schedule with Deviated-Fixed route and would like to provide on time performance as much as possible. 

Q: Does the City currently commingle between its demand response and deviated fixed-route services (either by using vehicles across services, driver shifts to deliver both types of trips, and/or have riders of each service type share vehicles)? Does the City desire any form of commingling from this next software provider?

A: Yes, FT does commingle between demand response and deviated fixed route.  This will continue and is expected for the next software provider.

END OF ADDENDUM

A REQUEST FOR PROPOSAL

FOR

PROFESSIONAL SERVICES CONTRACT

City of Frankfort- 5339 Grant Funds

RFP # 22021005-67

Transit Dispatching Software

This document constitutes a Request for Proposals for a Professional Service Contract from qualified individuals and organizations that furnish those professional services as described for the City of Frankfort, Kentucky.  This work is being advertised by and for the City of Frankfort in conjunction with Kentucky Transportation Cabinet (KYTC).

Sealed proposals shall be received by the City of Frankfort- Frankfort Transit (FT) on or before August 26, 2022, 2:00 PM EST for a demand response & deviated fixed trip reservation, dispatch, record management, billing management, vehicle maintenance software, along with associated computerized fleet location and communications hardware.  The product should fully support FT’s transit service demand response (DR), deviated fixed route (DFR) and other programs as described in this Request for Proposal (RFP) document. 

All proposals shall be subject to all applicable federal, state, and local laws, including those imposed by the Kentucky Transportation Cabinet (KYTC) as KYTC is funding the project.

PHYSICAL PROPOSERS: All proposals must be turned in to the Office of the Purchasing Division, City Hall 315 West Second St., Frankfort, KY, no later than 2:00 p.m EST on date of RFP opening.  Proposals cannot be accepted at any other location.   Proposals must be received by the designated date and time and none will be considered thereafter.

ELECTRONIC PROPOSALS: Electronic Proposals submitted through DemandStar will also be accepted for this project. Proposals must be signed and submitted in the same required format. Submit one (1) electronic copy if using E-Bidding. After uploading your proposal, Proposers are encouraged to verify the successful upload of the document. Proposals must be received by the designated date and time and none will be considered thereafter.

Proposals  will be prepared per the specification detailed within the RFP and are available at no charge with registration through DemandStar (https://demandstar.com/registration) or a copy can be obtained in the Office of Purchasing Division, City Hall, 315 West Second St, Frankfort, KY.

The anticipated schedule for selection of a Proposer is as follows:

Request for Proposal Released

August 3, 2022

Advertisement

August 3, 2022

Deadline for Questions/ Clarifications Regarding the RFP

August 16, 2022

FT Response to Questions/ Clarifications

August 19, 2022

Proposals Due

August 26, 2022

Demonstrations/Interviews

September 5-9 2022

Notice of Intent to Award

September 16, 2022

Contract Award

September 30, 2022

All proposal forms, information, and specifications regarding this RFP are available from the Purchasing Office. Proposers shall submit their proposal in a sealed envelope, and the proposer is advised to clearly mark the sealed proposal with the RFP number and description, opening time and date listed above. The City of Frankfort, KY is not responsible for the premature opening of, or the failure to open, a sealed RFP not properly addressed or identified.

This RFP package is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs.

Proposers are invited to be present for the opening of the RFPs submitted.   RFPs will be opened at City Hall, 315 W. Second St., Frankfort, KY 40601 at 2:00 PM EST on August 26, 2022.

FOR THE CITY OF FRANKFORT, KENTUCKY

Angie Disponette Purchasing Agent

CITY OF FRANKFORT

INVITATION FOR BIDS

BID #2212201-67

The City of Frankfort will receive sealed bids for the construction of 5 concrete bus shelter pads located within the city limits of Frankfort, KY.  Bids must be submitted to the Office of the Purchasing Division, City Hall 315 West Second Street Frankfort, KY until 2:00 P.M. EST, July 27, 2022.

All bids must be turned in to the Office of the Purchasing Division, City Hall 315 West Second St., Frankfort, KY, no later than 2:00 p.m EST on date of bid opening.  Bids cannot be accepted at any other location.   Bids will be opened thereupon or about 2:00 p.m. EST, July 27, 2022 at a public bid opening in the Commission Chamber of City Hall, 315 West Second Street Frankfort, KY.  Bids must be received by the designated date and time and none will be considered thereafter.

ELECTRONIC BIDS: Electronic Bids submitted through DemandStar will also be accepted for this project. Bids must be signed and submitted in the same required format. Submit one (1) electronic copy if using E-Bidding. After uploading your bid, Bidders are encouraged to verify the successful upload of the document. Bids must be received by the designated date and time and none will be considered thereafter.

Bids will be prepared per the specification detailed within the Bid documents and are available at no charge with registration through DemandStar (https://demandstar.com/registration) or a copy can be obtained in the Office of Purchasing Division, City Hall, 315 West Second St, Frankfort, KY.

Bids will be opened thereupon or about 2:00 p.m. EST, July 27, 2022 at a public bid opening in the Commission Chamber of City Hall, 315 West Second Street Frankfort, KY. 

Pre Bid Meeting:

A pre-bid meeting will be held on July 13, 2022 at 10:00 AM EST.   All bidders must meet at the rear parking lot of City Hall located at 315 W. Second St., Frankfort, KY 40601.  Participation is not mandatory but highly recommended.  Participants will be given the opportunity to inspect each location and inquire on specification for each site. 

Questions and Approved Equals Request Deadline:

Requests may be submitted in writing by email to jmhall@frankfort.ky.gov on or before July 20, 2022 by 5:00 p.m. EST.

Answers to Questions and Approved Equals Requests:

Answers will be posted on www.frankfort.ky.gov, July 22, 2022. Changes and addendums will also be emailed to all knowns possible bidders based on the return of “Confirmation of Receipt”

The City of Frankfort, Kentucky reserves the right to reject any and all bids received, and to select that bid which it determines to be in its best interest.  The award of this bid will be made on the basis of the lowest evaluated bid price as permitted in KRS 45A.365.

All bid forms, information, and specifications regarding this bid are available from the Purchasing Office.  Bidders are encouraged to submit their bid in a sealed envelope, and the bidder is advised to clearly mark the sealed bid with the bid number and description, opening time and date listed above.  The City of Frankfort, KY is not responsible for the premature opening of, or the failure to open, a sealed bid not properly addressed or identified.

This bid package is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, Participation be Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. The bid package is subject to a financial assistance between the City of Frankfort, the Kentucky Transportation Cabinet’s Office of Delivery, and the Federal Transit Administration.

FOR THE CITY OF FRANKFORT, KENTUCKY

Angie Disponette Purchasing Agent

Bus Shelter Pads - #2202102-67

CITY OF FRANKFORT

INVITATION FOR BIDS

BID #2202102-67

The City of Frankfort will receive sealed bids for the construction of (5) five bus shelter pads for our transit division located at 301 Bald Knob Road Frankfort, KY 40601.  Bids must be submitted to the Office of the Purchasing Division, City Hall 315 West Second Street Frankfort, KY until 2:00 P.M. EST,

February 19, 2021

PHYSICAL BIDS: All bids must be turned in to the Office of the Purchasing Division, City Hall 315 West Second St., Frankfort, KY, no later than 2:00 p.m EST on date of bid opening.  Bids cannot be accepted at any other location.   Bids must be received by the designated date and time and none will be considered thereafter.

ELECTRONIC BIDS: Electronic Bids submitted through DemandStar will also be accepted for this project. Bids must be signed and submitted in the same required format. Submit one (1) electronic copy if using E-Bidding. After uploading your bid, Bidders are encouraged to verify the successful upload of the document. Bids must be received by the designated date and time and none will be considered thereafter.

Bids will be prepared per the specification detailed within the Bid documents and are available at no charge with registration through DemandStar (https://demandstar.com/registration) or a copy can be obtained in the Office of Purchasing Division, City Hall, 315 West Second St, Frankfort, KY.

Bids will be opened thereupon or about 2:00 p.m. EST February 19, 2021, at a public bid opening in the Commission Chamber of City Hall, 315 West Second Street Frankfort, KY.  To participate via phone conference contact 1-502-699-2237 during the designated date and time.

Pre Bid Meeting:  A Pre Bid Meeting will be held on February 4, 2021 at 10:00 A.M. EST. Participates at the meeting will be given an opportunity to inspect each location and inquire on specifications for each site.   To participate in the meeting, contact Jennifer Hall at jmhall@frankfort.ky.gov no later than February 1, 2021

Questions and Approved Equals Request Deadline:

Requests may be submitted in writing by email to jmhall@frankfort.ky.gov on or before February 8, 2021 by 5:00 p.m.

Answers to Questions and Approved Equals Requests:

Answers will be posted on www.frankfort.ky.gov, February 12, 2021 Changes and addendums will also be emailed to all known possible bidders based on the return of “Confirmation of Receipt”.

The City of Frankfort, Kentucky reserves the right to reject any and all bids received, and to select that bid which it determines to be in its best interest. The award of this bid will be made on the basis of the lowest and best evaluated bid price as defined in KRS 45A.365.

All bid forms, information, and specifications regarding this bid are available from the Purchasing Office. Bidders shall submit their bid in a sealed envelope, and the bidder is advised to clearly mark the sealed bid with the bid number and description, opening time and date listed above. The City of Frankfort, KY is not responsible for the premature opening of, or the failure to open, a sealed bid not properly addressed or identified.

This bid package is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. Per KY Attorney General Opinion 20-05, public attendance will not be permitted at this bid opening. Due to the highly contagious nature of COVID-19 it is not feasible for the City to provide a central physical location for public viewing. Bidders are invited to call 502-699-2237 at 2:00 p.m. on BID OPENING DATE in order to hear the opening of the bids submitted.

FOR THE

CITY OF FRANKFORT, KENTUCKY

Angie

Disponette Purchasing Agent

BID #2202103-67

The City of Frankfort will receive sealed bids for the purchase of replacement/ updated bus stop signage for all signs located within the city limits of Frankfort, KY.  Bids must be submitted to the Office of the Purchasing Division, City Hall 315 West Second Street Frankfort, KY until 2:00 P.M. EST, September 22, 2021. 

All bids must be turned in to the Office of the Purchasing Division, City Hall 315 West Second St., Frankfort, KY, no later than 2:00 p.m EST on date of bid opening.  Bids cannot be accepted at any other location.   Bids will be opened thereupon or about 2:00 p.m. EST, September 22, 2021 at a public bid opening in the Commission Chamber of City Hall, 315 West Second Street Frankfort, KY.  Bids must be received by the designated date and time and none will be considered thereafter.

ELECTRONIC BIDS: Electronic Bids submitted through DemandStar will also be accepted for this project. Bids must be signed and submitted in the same required format. Submit one (1) electronic copy if using E-Bidding. After uploading your bid, Bidders are encouraged to verify the successful upload of the document. Bids must be received by the designated date and time and none will be considered thereafter.

Bids will be prepared per the specification detailed within the Bid documents and are available at no charge with registration through DemandStar (https://demandstar.com/registration) or a copy can be obtained in the Office of Purchasing Division, City Hall, 315 West Second St, Frankfort, KY.

Bids will be opened thereupon or about 2:00 p.m. EST, September 22, 2021 at a public bid opening in the Commission Chamber of City Hall, 315 West Second Street Frankfort, KY.  To participate via phone conference contact 1-502-699-2237 during the designated date and time.

Questions and Approved Equals Request Deadline:

Requests may be submitted in writing by email to jmhall@frankfort.ky.gov on or before September 8, 2021 by 5 PM

Answers to Questions and Approved Equals Requests:

Answers will be posted on www.frankfort.ky.gov, September 10, 2021. Changes and addendums will also be emailed to all knowns possible bidders based on the return of “Confirmation of Receipt”

The City of Frankfort, Kentucky reserves the right to reject any and all bids received, and to select that bid which it determines to be in its best interest.  The award of this bid will be made on the basis of the lowest evaluated bid price as permitted in KRS 45A.365.

All bid forms, information, and specifications regarding this bid are available from the Purchasing Office.  Bidders are encouraged to submit their bid in a sealed envelope, and the bidder is advised to clearly mark the sealed bid with the bid number and description, opening time and date listed above.  The City of Frankfort, KY is not responsible for the premature opening of, or the failure to open, a sealed bid not properly addressed or identified.

This bid package is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, Participation be Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. The bid

package is subject to a financial assistance between the City of Frankfort, the Kentucky Transportation Cabinet’s Office of Delivery, and the Federal Transit Administration.

Bidders are invited to call 502-699-2237 or attend in person at 2:00 p.m. on BID OPENING DATE in order to participate in the opening of the bids submitted.

FOR THE CITY OF FRANKFORT, KENTUCKY

Angie Disponette Purchasing Agent

Description:                        Bus Shelter Purchase

Pre-bid Conference:         None

Bid Deadline:                      December 16, 2020

Bid Delivery:                       December 16, 2020

PHYSICAL BIDS: All bids must be turned in to the Office of the Purchasing Division, City Hall, 315 West Second St., Frankfort, KY, no later than 2:00 pm EST on date of bid opening. Bids cannot be accepted at any other location. Bids must be received by the designated date and time and none will be considered thereafter.

Bidders are to submit physical bids in a sealed envelope; the bidder is advised to clearly mark the sealed bid with the bid number and description listed above. The City of Frankfort, Kentucky is not responsible for the premature opening of, or the failure to open, a sealed bid not properly addressed or identified.

ELECTRONIC BIDS: Electronic Bids submitted through DemandStar will also be accepted for this project. Bids must be signed and submitted in same required format. Submit one (1) electronic copy if using E-Bidding. After uploading your bid, bidders are encouraged to verify the successful upload of the document. Bids must be received by the designated date and time and none will be considered thereafter.

Bids will be prepared per the specifications detailed within the bid documents which are available at no charge with registration through DemandStar (https://www.demandstar.com/registration) or a copy can be obtained in the Office of the Purchasing Division, City Hall, 315 West Second St., Frankfort, KY 

Bids received after 2:00 PM EDT on December 16, 2020 will be considered non-responsive and will be rejected.

Questions Deadline:                          Questions may be submitted in writing by email to jmhall@frankfort.ky.gov or written communication can be sent to on or before December 2, 2020.

Answers to Questions:                      Answers will be posted on www.frankfort.ky.gov  , December 9, 2020. Changes and addendums will also be emailed to known possible bidders based on the return of “Confirmation of Receipt”.

Approved Equals:                              Approved Equals may be submitted in writing by email to jmhall@frankfort.ky.gov on or before December 2, 2020.   Answers will be posted on www.frankfort.ky.gov  , December 9, 2020. Approved equals will also be emailed to known possible bidders based on the return of “Confirmation of Receipt”.

Question Responses:

1. Would the City of Frankfort be willing to accept a welded steel shelter design as an approved equal for this project?

   1. DUE TO THE CONCERN FOR DURABILITY AND INSTALLATION, THE CITY OF FRANKFORT WILL NOT ACCEPT A WELDED STEEL SHELTER DESIGN AS AN EQUAL FOR THIS PROJECT.  PLEASE FOLLOW THE SPECIFICATIONS INCLUDED IN THE BID DOCUMENT.

2. Would the City of Frankfort accept a solar lighting package that includes a maintenance free rechargeable lead acid battery instead of the stated bid specifications of a lithium ion battery as an approved equal?

   1. THE CITY OF FRANKFORT WILL NOT ACCEPT LEAD ACID BATTERIES AS AN APPROVED EQUAL.   THE CITY OF FRANKFORT WILL ACCEPT A FREE STANDING SOLAR LIGHTING SYSTEM THAT INCLUDES LITHIUM ION BATTERIES AND MEETS ALL OTHER SPECIFICATIONS.    THE FREE STANDING LIGHTING SHOULD INCLUDE A MINIMUM 8’ ALUMINUM POLE OR MOUNTING HARDWARE IF IT CAN BE AFFIXED DIRECTLY TO THE SHELTER.  

   2. PLEASE USE THE ADJUSTED SPECIFICATIONS FOR YOUR BID DOCUMENT:

3. Solar Lighting

   2. 1. Each shelter shall be equipped with an integrated or nonintegrated solar light kit.   

      2. The solar panels shall be factory installed on the roof of the shelter, if integrated.  Location of solar panels must be adjustable to ensure it is south facing regardless of the location of the shelter.  Solar panel must be of sufficient wattage to charge batteries on 6 hours of uninterrupted sunlight.

      3. The battery enclosure shall be located on the rear outside wall or on the roof of the shelter, if integrated.  Batteries must be lithium ion type and allow for a minimum of 3 (three) day battery back-up for the lighting system. 

      4. The lights shall be LED with operation between dusk to dawn. Lights must be motion activated with auto dim settings. 

      5. If the light is an integrated system, the light shall be integrated under the shelter roof with tamper resistant hardware.  The wiring shall be pre-wired and installed to the roof prior to shipping.

      6. LED lights must output at least 800 lumens with a temperature range of 4,000K-6,500K.

      7. A solar lighting system that is not integrated into the existing bus shelter shall include a minimum 10’’ aluminum pole or mounting hardware that can be affixed directly to the shelter.

The City of Frankfort will receive sealed bids for the purchase of (5) five bus shelters for our transit division located at 301 Bald Knob Road Frankfort, KY 40601.  Bids must be submitted to the Office of the Purchasing Division, City Hall 315 West Second Street Frankfort, KY until 2:00 P.M. EST, December 16, 2020.  

All bids must be turned in to the Office of the Purchasing Division, City Hall 315 West Second St., Frankfort, KY, no later than 2:00 p.m EST on date of bid opening.  Bids cannot be accepted at any other location.   Bids will be opened thereupon or about 2:00 p.m. EST December 16, 2020, at a public bid opening in the Commission Chamber of City Hall, 315 West Second Street Frankfort, KY.  Bids must be received by the designated date and time and none will be considered thereafter.

Questions and Approved Equals Request Deadline:

Requests may be submitted in writing by email to jmhall@frankfort.ky.gov on or before December 2, 2020 by 5 PM

Answers to Questions and Approved Equals Requests:

Answers will be posted on www.frankfort.ky.gov, December 9, 2020. Changes and addendums will also be emailed to all knowns possible bidders based on the return of “Confirmation of Receipt”

The City of Frankfort, Kentucky reserves the right to reject any and all bids received, and to select that bid which it determines to be in its best interest.  The award of this bid will be made on the basis of the lowest evaluated bid price as permitted in KRS 45A.365.

All bid forms, information, and specifications regarding this bid are available from the Purchasing Office.  Bidders are encouraged to submit their bid in a sealed envelope, and the bidder is advised to clearly mark the sealed bid with the bid number and description, opening time and date listed above.  The City of Frankfort, KY is not responsible for the premature opening of, or the failure to open, a sealed bid not properly addressed or identified.

This bid package is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, Participation be Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs.

Bidders are invited to be present for the opening of the bids submitted.

FOR THE CITY OF FRANKFORT, KENTUCKY

Angie Disponette Purchasing Agent

Description:                        In Vehicle Cameras

Pre-bid Conference:         None

Bid Deadline:                      August 3, 2020

Bid Delivery:                       August 3, 2020

PHYSICAL BIDS: All bids must be turned in to the Office of the Purchasing Division, City Hall, 315 West Second St., Frankfort, KY, no later than 2:00 pm EST on date of bid opening. Bids cannot be accepted at any other location. Bids must be received by the designated date and time and none will be considered thereafter.

Bidders are to submit physical bids in a sealed envelope; the bidder is advised to clearly mark the sealed bid with the bid number and description listed above. The City of Frankfort, Kentucky is not responsible for the premature opening of, or the failure to open, a sealed bid not properly addressed or identified.

ELECTRONIC BIDS: Electronic Bids submitted through DemandStar will also be accepted for this project. Bids must be signed and submitted in same required format. Submit one (1) electronic copy if using E-Bidding. After uploading your bid, bidders are encouraged to verify the successful upload of the document. Bids must be received by the designated date and time and none will be considered thereafter.

Bids will be prepared per the specifications detailed within the Bid documents which are available at no charge with registration through DemandStar (https://www.demandstar.com/registration) or a copy can be obtained in the Office of the Purchasing Division, City Hall, 315 West Second St., Frankfort, KY 

Bids received after 2:00 PM EDT on August 3, 2020 will be considered non-responsive and will be rejected.

Questions Deadline:                          Questions may be submitted in writing by email to jmhall@frankfort.ky.gov or written communication can be sent to on or before July 13, 2020.

Answers to Questions:                      Answers will be posted on www.frankfort.ky.gov  , July 20, 2020. Changes and addendums will also be emailed to known possible bidders based on the return of “Confirmation of Receipt”.

Approved Equals:                              Approved Equals may be submitted in writing by email to jmhall@frankfort.ky.gov on or before July 13, 2020.   Answers will be posted on www.frankfort.ky.gov  , July 20, 2020. Approved equals will also be emailed to known possible bidders based on the return of “Confirmation of Receipt”.

Question Responses:

• Since the project does not have a DBE goal, is it a mandatory requirement to use DBE?

  • There is no separate DBE goal set for this project. However, FKFT has an overall/combined DBE goal of 3.2% for all Federal Transit Administration funded projects. Therefore, any eligible amount spent with DBE’s is added into FKFT’s overall percentage.

• If it is not a requirement to use DBE, how should proposers document good faith efforts if we are not attempting to find a DBE?

  • Since there is no DBE goal established with this project, good faith efforts does not apply. However, we do highly encourage to use DBE whenever possible. 

• Are vendors required to remove the existing systems?

  • Yes, vendors will be expected to remove the existing systems.

• If removal of existing systems is required, will Frankfort Transit please clarify what vendors are to do with the old equipment that is removed?

  • The old equipment will be turned in to Frankfort Transit.

• Will a cut and tuck of existing cabling be acceptable or is complete removal required?

  • A cut and tuck method of removing the existing systems is preferred.

• On page 29, Appendix D: Bid Opportunity List, must references be submitted with this completed form that is due before the bid package is received?

  • The references must be submitted with the bid package, it is not required before the bid package submittal.

• 4.3.6 Rear Vision System, a. The rear vision system monitor shall be designed for using mobile applications and must be FCC approved to operate between 10.5VCD or 30 VCD.  What mobile applications are you needing?  You state you have a tablet installed already.  Was the intent of this to say the monitor needs to be built for mobile application?

  • The monitor (for the rear view camera) must be a monitor designed for mobile applications, i.e. not a T.V. hooked to an inverter.

• Please clarify specification 4.3.3b- Will storage media be used interchangeably for both vehicle applications (4 camera and 8 camera.) DVRs are available to support various number of camera channels (4,6 & 8).

  • Yes, the intent is to move to a single system that allows interoperability between all vehicles. 

• In section 4.3.9d- there is an incomplete sentence- what is being requested?

  • “Any defective parts or components that need to be shipped back to the manufacturer must be mailed to an address within the U.S.A”

• Item 2.7 states “Return original document with bid response”. Does the City want vendors to return a copy of the complete IFB document with our response?

  • The City will no longer require this item.  No original document is needed.

• As per item 4.3.1.i; “The system must be capable of onboard viewing, downloading and control via laptop, tablet or proprietary onboard devise and be capable of the same via smart phone or wireless connection.” Can the City please advise if wireless downloading and live viewing is a requirement of the IFB?

  • Wireless downloading or access to the devices (downloading/viewing from the building while vehicles are parked at the garage connected to Wi-Fi) is a requirement of the systems.  Live view on the bus in during transit is a capability that we do not have the infrastructure to support. 

The City of Frankfort will receive sealed bids for replacement In Vehicle Digital Recording Systems for our transit division located at 301 Bald Knob Road Frankfort, KY 40601.  Bids must be submitted to the Office of the Purchasing Division, City Hall 315 West Second Street Frankfort, KY until 2:00 P.M. EST, August 3, 2020.  

All bids must be turned in to the Office of the Purchasing Division, City Hall 315 West Second St., Frankfort, KY, no later than 2:00 p.m EST on date of bid opening.  Bids cannot be accepted at any other location.   Bids will be opened thereupon or about 2:05 p.m. EST, August 3, 2020. Bids must be received by the designated date and time and none will be considered thereafter.

PHYSICAL BIDS: All bids must be turned in to the Office of the Purchasing Division, City Hall, 315 West Second St., Frankfort, KY, no later than 2:00 pm EST on date of bid opening. Bids cannot be accepted at any other location. Bids must be received by the designated date and time and none will be considered thereafter.

Bidders are to submit physical bids in a sealed envelope; the bidder is advised to clearly mark the sealed bid with the bid number and description listed above. The City of Frankfort, Kentucky is not responsible for the premature opening of, or the failure to open, a sealed bid not properly addressed or identified.

ELECTRONIC BIDS: Electronic Bids submitted through DemandStar will also be accepted for this project. Bids must be signed and submitted in same required format. Submit one (1) electronic copy if using E-Bidding. After uploading your bid, bidders are encouraged to verify the successful upload of the document. Bids must be received by the designated date and time and none will be considered thereafter.

Bids will be prepared per the specifications detailed within the Bid documents which are available at no charge with registration through DemandStar (https://www.demandstar.com/registration) or a copy can be obtained in the Office of the Purchasing Division, City Hall, 315 West Second St., Frankfort, KY. 

Questions and Approved Equals Request Deadline:

Requests may be submitted in writing by email to jmhall@frankfort.ky.gov on or before July 13, 2020 by 5 PM

Answers to Questions and Approved Equals Requests:

Answers will be posted on www.frankfort.ky.gov, July 20, 2020. Changes and addendums will also be emailed to all knowns possible bidders based on the return of “Confirmation of Receipt”

The City of Frankfort, Kentucky reserves the right to reject any and all bids received, and to select that bid which it determines to be in its best interest. The award of this bid will be made on the basis of the lowest and best evaluated bid price.

Bidders are invited to be present for the opening of the bids submitted. [NOTE:   During the COVID-19 emergency, bid opening procedures may be altered to comply with social distancing. Bidders will be notified accordingly.]

FOR THE CITY OF FRANKFORT, KENTUCKY

Angie Disponette Purchasing Agent

Description:                        LMRS Replacement

Pre-bid Conference:         None

Bid Deadline:                      July 22, 2020; 2:00 PM EDT

REVISED BID DEADLINE:  August 12, 2020; 2:00 PM EDT

Bid Delivery:                       

PHYSICAL BIDS: All bids must be turned in to the Office of the Purchasing Division, City Hall, 315 West Second St., Frankfort, KY, no later than 2:00 pm EST on date of bid opening. Bids cannot be accepted at any other location. Bids must be received by the designated date and time and none will be considered thereafter.

Bidders are to submit physical bids in a sealed envelope; the bidder is advised to clearly mark the sealed bid with the bid number and description listed above. The City of Frankfort, Kentucky is not responsible for the premature opening of, or the failure to open, a sealed bid not properly addressed or identified.

ELECTRONIC BIDS: Electronic Bids submitted through DemandStar will also be accepted for this project. Bids must be signed and submitted in same required format. Submit one (1) electronic copy if using E-Bidding. After uploading your bid, bidders are encouraged to verify the successful upload of the document. Bids must be received by the designated date and time and none will be considered thereafter.

Bids will be prepared per the specifications detailed within the Bid documents which are available at no charge with registration through DemandStar (https://www.demandstar.com/registration) or a copy can be obtained in the Office of the Purchasing Division, City Hall, 315 West Second St., Frankfort, KY 

Bids received after 2:00 PM EDT on July 22, 2020 August 12, 2020 will be considered non-responsive and will be rejected.

Questions Deadline:                          Questions may be submitted in writing by email to jmhall@frankfort.ky.gov or written communication can be sent to on or before July 27, 2020.

Answers to Questions:                      Answers will be posted on www.frankfort.ky.gov  , July 31, 2020 by 2:00 PM EDT. Changes and addendums will also be emailed to known possible bidders based on the return of “Confirmation of Receipt”.

Approved Equals:                              Approved Equals may be submitted in writing by email to jmhall@frankfort.ky.gov on or before July 27, 2020.   Answers will be posted on www.frankfort.ky.gov  , July 31, 2020 by 2:00 PM EDT. Approved equals will also be emailed to known possible bidders based on the return of “Confirmation of Receipt”.

Question Responses:

1. What band should the system be quoted as, VHF or UHF?

   1. VHF

2. Bid is titled and has VHF listed throughout but lists the current system as UHF Analog. Additionally, 4.6.1 of the bid states “Coverage models are not available for the current VHF analog system”.

   1. Para. 4.6 details the coverage area provided by the current radio system.  Currently, we do not have an adequate understanding of RF coverage in key areas throughout the city.  This has burdened the requirement for coverage estimates for digital audio quality as listed in para. 4.7.7 and 5.5

3. What is the current FCC License Call Sign? And any call signs that are planned to be used for new system?

   1. a. Information is needed for updating purposes, as well as current system information such as tower locations and antenna heights.

   2. Currently, the only tower location used by Frankfort Transit is located on Bald Knob Rd.  This tower services City of Frankfort/ E911.  The antenna height is 61 meters.  Other towers would need to be leased at Frankfort Transit’s expense.  

   3. Three licenses had relevance to information stated in the bid, but are very different.

      1. KLI208 is a license that is referenced as Frankfort Transit, but it is VHF and is located on a water tank on US 127 South

      2. KM9325 is licensed as City of Frankfort E911 and is located Bald Knob Rd with a 61 meter antenna height, but the license overall has 3 locations, whereas the bid lists one location.

      3. WQEL428 is located on Bald Knob Rd, but it is UHF and is licensed as E911 1. We could not find any license that matches the coordinates from bid exactly, but KLI208 and KM9325 are the closest.

   4. Coordinates on these sites are closest to several towers located near McCann Rd (specifically behind what looks like a quarry of some type), while the coordinates on the bid match one of the two towers on Clifty Rd.

   5. Transit currently uses KM9325 which is licensed to the City of Frankfort E911 and is located on Bald Knob Rd. The only location used by Frankfort Transit is located on Bald Knob Rd.   Frankfort Transit has used KLI208 in the past but it is no longer used.  The location is on the water tank on US 127 South (this was a previous lease).  The KLI208 license may be used for future needs. 

4. Do the current tower sites currently have internet access? If so, what type of internet service and who is provider?

   1. Yes, internet access is available and is provided by Frankfort Plant Board. 

5. What are the overall quantity of radios?

   1. a. 4.1.3 advises (2) repeaters, (4) portables, (30) mobiles, and (7) base stations

      1. Para. 4.1.3 contains the correct amount of units required.

   2. b. 5.3 advises (2) repeaters, (3) portables, (25) mobiles, and (6) base stations

      1. The correct amount of units is listed in 4.1.3

6. 5. Should site infrastructure components (duplexer, coax, antenna, etc.) be quoted on proposal, or only if it is determined current equipment cannot be reused?

   1. 4.7.7 advises antennas, lines, combiner, etc. to be reused after testing and inspection

      1. Para. 4.7.1 requires the system to exceed the legacy system in terms of reliability, capacity, and resiliency. 

   2. RF Equipment known to the agency has exceeded the useful life expectation and has been revealed as incompatible with the transition from analog to digital transmission.  Replacement of accessories such as cabling, antennas, etc. are an assumed expense.  If upon vendor inspection of sites and equipment for compatibility there is the ability to reuse said equipment while meeting the upgrade expectations of para 4.7.1 the vendor and agency can review cost savings options of reuse.

7. Responsibility matrix (General Requirements) lists the vendor as responsible for “Tower leasing or site development”; does this mean the vendor is responsible for taking on the lease and the cost, or just identifying the site(s) and setting up the lease agreement?

   1. The vendor is responsible for identifying the site(s) and setting up the lease agreement between the site owner and City of Frankfort if a non-city own tower is recommended for desired service coverage. 

8. 4.3.1. implies that all 59 FCC registered tower sites in the Frankfort area should be considered as potential radio sites. Was this your intent? Can any further information on the 59 registered towers in the Frankfort area be shared with bidders?

   1. Utilizing towers that are currently leased/in use by the city is the expectation.  Use of other tower locations within the area that will provide optimal coverage of tiles as identified as critical based on the vendor’s TSB-88 based plan will be used for future decisions. 

9. For interoperability with medical, 911, and EOC (4.7.6).

   1. To meet this requirement, is a console patch, standalone radio resource at 911, or standalone bridge solution acceptable? Or is direct radio-to radio communication required? Please provide agency title, radio system type and dispatch console type (make, model, etc.) for all systems you desire to interoperate with.

      1. The intent is to provide the ability to communicate radio to radio, through locally programing frequencies that E911 and EMS utilize into select agency radios in event of emergencies or support of EMS operations.  Ideally, this would be accomplished locally through programming without having to contact vendor or through ‘over the air’ programming of select systems from EMS/E911.

10. 4.7.7. indicates that re-use of existing radio sites is one of the criteria on which the new system design should be based. Yet 4.3.1. indicates all 59 registered tower sites in the Frankfort area should be considered. Please explain and resolve the apparent conflict in these two sections/statements.

    1. Para. 4.7.8 states “Additional radio repeater site development is considered in scope of this proposal”. Utilizing towers that are currently leased/in use by the city is the expectation.  Use of other tower locations within the area that will provide optimal coverage of tiles identified as critical based on the vendor’s TSB-88 based plan will be considered.

11. Do you have a list of utilized tower locations?

    1. 4.7.8. (Radio towers and site development) states a complete listing of utilized tower locations is provided in Paragraph 5.1. Yet 5.1 contains no such information. Please resolve.

    2. The only licensed transmit site that is owned by the City of Frankfort is located at Bald Knob Rd. 

       1. FRANKFORT County: FRANKLIN State: KY Lat (NAD83): 38-12-55.2 N Long (NAD83): 084-54-19.8 W \

12. 4.7.9. references expandable voice and data memory capability? Please provide additional detail regarding this need and potential use cases for this feature.

    1. This references the ability to provide additional “on device storage” of received/sent transmissions for playback on site (local to the radio).  As an example, during an accident investigation we require the ability to review radio transmissions and download GPS data for the time prior to and immediately after an incident.  This data must be transportable and replaceable without removing the device from service.

13. Can a vendor bid a portion of the hardware? For example, mobiles & portables, or infrastructure or consolettes, etc.?

    1. No, the bid must be completed and stated within the bid package.  Partial bids will not be accepted. 

14. Section 2.11 states “The delivery/ installation shall be made within ninety (90) days of bid award.  If delivery/ installation has not been made within 120 days after bid award, a credit of $10 per day will be assessed against the total due.”  Can this deadline be extended to 180 days after bid award for credit assessment? 

    1. Yes, the credit assessment date can be extended to 180 days if the vendor can show due diligence on performing the installation.  In addition, the delivery/installation date can be extended to 120 days of bid award. 

The City of Frankfort will receive sealed bids for VHF Land Mobile Radio System (LMRS) Replacement with the execution of a contract between the City and the successful bidder.   Bids will be received in the Finance Department, City Hall, 315 West Second Street, Frankfort, Kentucky, until 2:00 p.m. EST, July 22 ,2020. Bid opening will occur at approximately 2:05 p.m. EST, July 22, 2020.

PHYSICAL BIDS: All bids must be turned in to the Office of the Purchasing Division, City Hall, 315 West Second St., Frankfort, KY, no later than 2:00 pm EST on date of bid opening. Bids cannot be accepted at any other location. Bids must be received by the designated date and time and none will be considered thereafter.

Bidders are to submit physical bids in a sealed envelope; the bidder is advised to clearly mark the sealed bid with the bid number and description listed above. The City of Frankfort, Kentucky is not responsible for the premature opening of, or the failure to open, a sealed bid not properly addressed or identified.

ELECTRONIC BIDS: Electronic Bids submitted through DemandStar will also be accepted for this project. Bids must be signed and submitted in same required format. Submit one (1) electronic copy if using E-Bidding. After uploading your bid, bidders are encouraged to verify the successful upload of the document. Bids must be received by the designated date and time and none will be considered thereafter.

Bids will be prepared per the specifications detailed within the Bid documents which are available at no charge with registration through DemandStar (https://www.demandstar.com/registration) or a copy can be obtained in the Office of the Purchasing Division, City Hall, 315 West Second St., Frankfort, KY. 

The City of Frankfort, Kentucky reserves the right to reject any and all bids received, and to select that bid which it determines to be in its best interest. The award of this bid will be made on the basis of the lowest and best evaluated bid price.

Bidders are invited to be present for the opening of the bids submitted. [NOTE:  During the COVID-19 emergency, bid opening procedures may be altered to comply with social distancing. Bidders will be notified accordingly.]

FOR THE CITY OF FRANKFORT, KENTUCKY

Angie Disponette, Purchasing Agent

Sealed bids will be received by the City of Frankfort for the Frankfort Transit Renovations in Frankfort, Kentucky, until 2:00 p.m. ET on 12 June 2019, at Council Chambers, City Hall, 315 West 2nd Street, Frankfort, KY 40601. Bids will be opened and read aloud.

Copies of the Bidding Documents may be obtained at Lynn Imaging, 328 Old Vine Street, Lexington KY 40507, 859-255-1021. Please contact Lynn Imaging for the cost of the Bidding Documents. Deposits should be made payable to the City of Frankfort. Hard copy deposits are refundable while digital copy deposits are non-refundable. Bidders requesting Contract Documents to be shipped by mail must forward the required deposit, as well as a separate check for twenty-two dollars ($22) made payable to Lynn Imaging for shipping costs. Deposits will be refunded to all plan holders submitting a valid bid upon return of a complete set (minus bid forms) in good condition on or before thirty (30) days after the bid date. No refunds will be made for Bidding Documents returned after that date. Successful low bidder and subcontractors will retain Bidding Documents, and will receive a deposit refund upon execution of construction contract. A Performance & Payment Bond and a Bid Security are not required for this project.

Documents may be viewed at the following locations:

G. Scott & Associates, Architects plc

314 Wilkinson Street

Frankfort, KY 40601

Phone: 502-875-2290

Fax: 502-875-1307

Contact: Craig Aossey

E-mail: mail@gscottarch.com

Frankfort Transit

301 Bald Knob Road

Frankfort, KY 40601

Phone: 502-352-2089

Fax: 502-352-2155

Contact: Jennifer Hall

E-mail: jmhall@frankfort.ky.gov

Builders Exchange of Louisville

2300 Meadow Dr.

Louisville, KY 40218-1372

Phone: 502-459-9800

Fax: 502-459-9803

Contact: Treva Masters

E-mail: tmasters@bxkentucky.com

E-Tech Consultants

378 Park Avenue

Lexington, Ky. 40502

Phone: 859-254-4200

Fax: 502-589-2240

Contact: Grant Wilson

E-Mail:grant@e-techconsultants.com

Builder’s Exchange

4350 Glendale-Milford Rd, #120

Cincinnati, OH 45242

Phone: 866-907-6300

Fax: 866-907-6304

Contact: Cyndi Thornton

E-mail: CThornton@bxohio.com

The Owner reserves the right to reject any and all bids or to waive any informalities in the bidding. No bid may be withdrawn without the consent of the Owner or forfeit of Bid Security for a period of thirty (30) days subsequent to the date for receipt of bids.

Jennifer Hall, Transit Superintendent

Frankfort Transit – City of Frankfort

ADDENDUM NUMBER ONE                      17 MAY 19

 The Contract Documents for the above project are amended as described in the following items.  All Bidders must acknowledge this Addendum in the “Form of Bid”--failure to acknowledge same may result in disqualification of Bidder.  A total of  2  pages, including  0 Drawing(s) and enclosures, are included this Addendum. 

GENERAL

(Add. No. 1 – 17 May 19) Item 1.  Contractor’s List - Plan holders list can be viewed online at www.lynnimaging.com

(Add. No. 1 – 17 May 19) Item 2.  Pre-Bid Conference - Contractors present at Pre-Bid:

NAME

Katlyn Howell

Jason Harrod

Dave Hutchinson

Brandon Helton

Greg Meyer

Bishop Carter

COMPANY

The Way Maker Grp

BCA Inc.

Whitehead-Hancock

Churchill McGee

Meyer Midwest

Elaine Allen LLC

PHONE

859-699-8262

502-249-7537

502-227-2213

859-389-6976

502-695-8835

859-221-1563

EMAIL

katlyn@thewaymakergroup.com

jharrod@bardstown.com  

dhutchinson@whitehead-hancock.com

bhelton@churchillmcgee.com

meyerky@aol.com

bishop.carter@elaineallenllc.com

(Add. No. 1 – 17 May 19) Item 3.  Last Day for Addenda Inquiries - The last day for addenda inquiries has moved from 29 May at 12:00 pm to 05 June at    12:00 pm.

(Add. No. 1 – 17 May 19) Item 4.  Bid Date - The Bid Date has changed from 05 June at 2:00 pm to 12 June at 2:00 pm.  The location remains the same (Council Chambers, City Hall, 315 West 2nd Street, Frankfort KY 40601).

SPECIFICATIONS  

(Add. No. 1 – 17 May 19) Item 5. General Terms and Conditions, Page 3, Item 16 WARRANTIES OF EQUALITY: - Add the following language at the end:  Contractor shall provide a 1-yr General contractor warranty for all material and labor to install items concerning the following:  All mechanical and electrical work in the contract; all material provided and work installed for rooms 104 Toilet and 105 Storage; and material and labor to install door mark 103.  Any patching work outside this description or finish work outside this description will not require work to be warranted past final completion which will include ceiling grid and tile work in 109 Dispatch.

(Add. No. 1 – 17 May 19) Item 6.      12. GENERAL INFORMATION (page AB-3) - Frankfort Transit has amended this specification and added the following language: E. KYTC/OTD/FTA has the authority to visit the site and have access to all records.

(Add. No. 1 – 17 May 19) Item 7.      24. DBE PROMPT PAYMENT CLAUSE (page AB-6) - 3.  Revise to Read: Equal Opportunity/Affirmative Action employer and is a Drug free Work Place: Frankfort Transit is an equal opportunity/affirmative action employer and is a zero tolerance workplace.

DRAWINGS

(Add. No. 1 – 17 May 19) Item 8. Dwg A-1.01 - Remove all work associated with Keyed construction Note #5.  The doors between 109 Dispatch and 108 Garage Bays shall remain. - Remove the wall finish paint work in 109 Dispatch.  No paint by Contractor in this room. - Remove Room Finish Schedule note #2.  Patching of the floor base will not be in this contract where noted (Rooms 102, 106, 109, and 111).

END OF ADDENDUM ONE                 17 May 2019