ࡱ> IKJ5@ Gbjbj22 XX :J J J J J J J 4~ <<<h<=$~ kl>^BtBtBtBICHJnkpkpkpkpkpkpkcmRopkJ yZICICyZyZpkJ J tBtBk6\\\yZRJ tBJ tBnk\yZnk\ \]RgcJ J zitB>  o(<Z>iik<k\iApY[xAp<zi~ ~ J J J J ApJ zi8K/PB\qS VlKKKpkpk~ ~ 0<\~ ~ <  EMBED Word.Picture.8  Finance and Administration Cabinet How to do Business with the Commonwealth of Kentucky Version 4 March 22, 2004 Contents Introduction 1 Kentucky Model Procurement Code 2 Other Procurement Regulations and Policies 2 Overview of the Solicitation and Bid Process 3 Awards and Contracts 4 Payment Procedures 4 Small Purchase Procedures 4 Office of Equal Opportunity 6 Small and Minority Business Program 7 Business Information Clearinghouse 7 The eProcurement Website 8 New Vendor Registration 9 Update Vendor Registration 9 Searching for Bid Opportunities 9 Responding to Solicitations 10 Faxed Information 11 Bid Samples and Descriptive Literature 11 Acknowledgment of Addenda 11 Bid Modifications and Withdrawals 12 Bonding Requirements for Bidders 12 Late Solicitation Responses 12 Formal Bid Openings 13 Protesting a Contract Award 13 Complaints Against Vendors 13 Open Records 13 Cooperative Purchasing 14 Doing Business with the Division of Material and Procurement Services 15 Doing Business with the Division of Contacting and Administration 16 Doing Business with the Kentucky Transportation Cabinet 17 1. Introduction Kentucky state government is one of the Commonwealths largest consumers. State government purchases represent a broad range of goods and services. All state agencies purchase goods and services daily under the authority granted to them. The Finance and Administration Cabinet and the Transportation Cabinet through centralized procurement systems in Frankfort, Kentucky purchase a large volume of these goods and services. Non-construction procurements are bid and contracted by: Finance and Administration Cabinet HYPERLINK "http://www.state.ky.us/agencies/adm/DMPS.htm"Division of Material & Procurement Services  Department for Administration Capitol Annex Building 702 Capitol Avenue, Room 367 Frankfort KY 40601 Phone: (502) 564-4510 Fax: (502) 564-7209 Non-highway capital construction related projects are bid and contracted by: Finance and Administration Cabinet  HYPERLINK "http://www.state.ky.us/agencies/finance/descript/facmgmt.htm" Division of Contracting and Administration Department for Facilities Management Capitol Annex Building 702 Capital Avenue, Room 158 Frankfort KY 40601 Phone (502) 564-3050 Fax; (502) 564-6822 Certain commodities relating to highway maintenance and traffic requirements are bid and contracted by: HYPERLINK "http://www.kytc.state.ky.us/"Transportation Cabinet Division of Purchases Department of Fiscal Management Station: E4-15-02 200 Mero Street Frankfort KY 40622 Phone: (502) 564-4630 Fax: (502) 564-7069 Highway construction projects are bid and contracted by two Transportation Cabinet offices: Transportation Cabinet HYPERLINK "http://www.kytc.state.ky.us/contract/"Division of Contract Procurement Department of Highways Station: W3-05-02 200 Mero Street Frankfort KY 40622 Phone: (502) 564-3500 Fax: (502) 564-8961 Transportation Cabinet HYPERLINK "http://www.kytc.state.ky.us/proserv/"Division of Professional Services Department of Highways Station: E6-02-02 200 Mero Street Frankfort KY 40622 Phone (502 564-4555 Fax: (502) 564-9454 Kentucky Model Procurement Code ( HYPERLINK "http://162.114.4.13/KRS/045A00/CHAPTER.HTM" KRS 45A) The Commonwealth of Kentucky was the first state to adopt Model Procurement Code legislation, which prescribes the methods by which the Kentucky state government must bid, negotiate and award contracts. The preferred and most commonly used method of purchasing is by competitive sealed bidding. Procurements involving technical or complex requirements may be bid as competitive negotiations by formal requests for proposals (RFPs). In either situation, a formal bid request will be issued by an open, competitive solicitation or a RFP and awarded in accordance with the Kentucky Model Procurement Code. Other Procurement Regulations and Policies Statutes: In addition to the Model Procurement Code, other Kentucky Revised Statutes such as those in Chapters  HYPERLINK "http://162.114.4.13/KRS/045-00/CHAPTER.HTM" 45 and  HYPERLINK "http://162.114.4.13/KRS/056-00/CHAPTER.HTM" 56 are also important to the Commonwealths procurement process. Administrative Regulations: Kentucky Administrative Regulations for all state agencies and Commonwealth vendors are located at: HYPERLINK "http://www.lrc.state.ky.us/kar/titles.htm"http://www.lrc.state.ky.us/kar/titles.htm. Kentucky Administrative Regulations specifically for the Finance and Administration Cabinet and related to statewide purchasing are located at:  HYPERLINK "http://www.lrc.state.ky.us/kar/TITLE200.htm" http://www.lrc.state.ky.us/kar/TITLE200.htm. The Finance and Administration Cabinet Manual of Policies and Procedures, which contains policies that apply to all state agencies and Commonwealth vendors, is located at: HYPERLINK "http://mars.ky.gov/policies.htm"http://mars.ky.gov/policies.htm. The FAPs are incorporated by reference in 200 KAR 5:021. Kentucky Administrative Regulations for the Transportation Cabinet are:  HYPERLINK http://www.lrc.state.ky.us/kar/TITLE600.HTM http://www.lrc.state.ky.us/kar/TITLE600.HTM and HYPERLINK "http://www.lrc.state.ky.us/kar/TITLE603.HTM"http://www.lrc.state.ky.us/kar/TITLE603.HTM.  Overview of the Solicitation and Bid Process The standard bid process for state agencies involves: requisitioning; public bid solicitation; bid receipt; evaluation and contract award. The state agency purchase request is the initial document in which the specific purchase requirement(s) and award criteria are identified. An agencys purchasing officer is assigned the request and reviews it for accuracy and competitiveness. Once approved, the agencys purchasing officer then prepares the appropriate solicitation for release. The agency may post the bid solicitation on the Commonwealths eProcurement website at HYPERLINK "https://eprocurement.ky.gov/"https://eprocurement.ky.gov, if authorized to do so. The bid solicitation may also be advertised in the Louisville Defender, the Lexington Herald-Leader, The Courier-Journal or other publications. In addition, solicitations may be listed at the issuing agency. Responses to solicitations may be sent securely online to the eProcurement database located at HYPERLINK "https://eprocurement.ky.gov"https://eprocurement.ky.gov or returned as a hard copy via mail or delivery. Online bidding procedures are discussed in the Online Bidding Vendors Guide, also located on the eProcurement website. Bids received are publicly opened at the place and time stated in the solicitation. At the request of any interested party, bids are read publicly. The bids are tabulated; checked for responsiveness to the stated terms, conditions and specifications; evaluated; and awarded to the bidder who offers the Best Value to the Commonwealth. The evaluation criteria will be stated in every solicitation. Awards and Contracts ( HYPERLINK "http://www.state.ky.us/agencies/finance/manuals/pol&proc/FAP111-37-00.doc" FAP 111-37-00) The Commonwealth uses three basic types of award documents: Award/Contracts, Master Agreements, and Catalog Master Agreements. The type of award will be stated in the solicitation. Award/Contracts are awarded to satisfy a one-time agency business need. Master Agreements and Catalog Master Agreements are awarded to cover the estimated requirements of state government goods or services used in significant quantities over a period of time. The solicitation may estimate the needed quantities, but no guarantee is made of a specific amount to be purchased. A Master Agreement is normally issued for the use of only one state agency, while a Catalog Master Agreement is normally issued for use by several or all state agencies. The terms of a Master Agreement/Catalog Master Agreement may vary, but are generally awarded for one year with options to renew annually with the written agreement of all parties involved. The primary method of contracting is by sealed bid. When it is determined that the use of competitive sealed bidding is not practical, a contract may be awarded by the competitive negotiation method. For this method, the Commonwealth uses a Request for Proposal (RFP). The RFP includes comprehensive performance requirements, technical provisions, and specific evaluation criteria for grading offers. Contract awards are based upon these criteria. (See  HYPERLINK "http://www.state.ky.us/agencies/finance/manuals/pol&proc/FAP111-43-00.doc" FAP 111-43-00 for information regarding Personal Services Contracts.) Payment Procedures ( HYPERLINK "http://www.state.ky.us/agencies/finance/manuals/pol&proc/FAP120-05-00.doc" FAP 120-05-00) State law requires that all proper invoices be paid within thirty (30) working days. If a proper invoice is not paid within 30 working days, the Commonwealth will pay a one (1) percent per month penalty to the vendor. State agencies are required to notify a vendor if an improper invoice has been received from a vendor. Small Purchases Procedures ( HYPERLINK "http://www.state.ky.us/agencies/finance/manuals/pol&proc/FAP111-55-00.doc" FAP 111-55-00) If needed goods are not available from a Catalog Master Agreement or agency specific Master Agreement, a state agency may use its Small Purchase Authority to purchase needed goods not to exceed its spending limit. The standard Small Purchase Authority is $1,000; however an agency may be delegated a higher small purchase spending limit. The number of quotes required for these spending limits are provided in the tables below: Commodities and Non-Professional Services Small Purchase Limits Agency Small Purchase Limit*Post to eProcurement or One Quote for Commodities and Service Less than:Post to eProcurement or at Least Three Quotes if:$1000$1000NA$3000$1000$1000 to $3000$5000$3000$3000 to $5000Over $5000$5000Over $5000*Small Purchase procedures do not include printing or professional services; other restrictions may apply. Construction Service Small Purchase Limits Type of PurchaseOne Quote Solicited or posted to the eProcurement website3 or More Quotes Solicited or posted to the eProcurement websiteConstruction Services for the Finance and Administration Cabinet, Commonwealth Institutions of Higher Education, and the Legislative Branch. All have $40,000 purchasing limits.$20,000 or Less$20,000 to $40,000Construction Services for all other state government agencies with $20,000 limit.$10,000 or Less$10,000 to $20,000Construction Services for state government agencies with $15,000 limit.$5,000 or Less$5,000 to $15,000Construction Services for state government agencies with $10,000 limit.$3,000 or Less$3,000 to $10,000 Vendors of small-dollar-volume items, which the Commonwealth of Kentucky is likely to use but is unlikely to carry on Catalog Master Agreements, may wish to send their advertisements to agency purchasing officers, as well as to the Finance and Administration Cabinet's Division of Material and Procurement Services. 2. Other Resources for Vendors Office of Equal Employment Opportunity and Contract Compliance, Finance and Administration Cabinet  HYPERLINK "http://www.state.ky.us/agencies/finance/descript/eeoc.htm" http://www.state.ky.us/agencies/finance/descript/eeoc.htm The Office of Equal Employment Opportunity and Contract Compliance administers the provisions found at  HYPERLINK "http://162.114.4.13/KRS/045-00/CHAPTER.HTM" KRS 45.560 45.640, known as the Kentucky Equal Employment Opportunity Act. The Act requires any party intending to submit a bid on a contract of $250,000 or more, to provide to the Office work force data and an affidavit of intent to comply. Work force data includes an employment utilization report and a breakdown of the bidding partys existing work force. The work force breakdown reflects the race, sex, age, position held, county and state of residence and date of employment for each employee. Within ten (10) days after receipt of the employment utilization report and the work force breakdown, the Office determines whether the bidding party's work force is reflective of the percentage of available minorities in the area from which the bidding party's employees are drawn. The bidding party is certified if the Office determines that the bidding partys work force is reflective of the percentage of available minorities in the drawn area. If the Office determines that the bidding party's work force reflects an under utilization of minorities, the bidding party and contracting agency are notified, and no certification is issued. The bidding party then has the option of filing an affirmative action plan for recruiting and hiring minorities. The Office monitors the bidding partys achievement of the goals and objectives outlined in the affirmative action plan. Failure to comply with the provisions set forth in the affirmative action plan is an unlawful practice under the EEO Act and constitutes a material breach of the contract. The equal employment provisions of the EEO Act may be met in part by subcontracting to a minority contractor or subcontractor. This option is only available if the contract in question allows use of subcontractors. A minority contractor or subcontractor is defined as a small business that is owned and controlled by one (1) or more ethnic minorities. The office maintains a minority business enterprise (MBE) directory to assist contractors and vendors in their efforts to identify MBEs. For information contact: Finance and Administration Cabinet Office of Equal Employment Opportunity and Contract Compliance Capitol Annex, Room 370 Frankfort KY 40601 Phone (502) 564-2874 Fax (502) 564-1055 HYPERLINK "http://www.edc.state.ky.us/kyedc/smallbus.asp"Small and Minority Business Program HYPERLINK "http://www.thinkkentucky.com/SMBD/" http://www.thinkkentucky.com/SMBD/ The Small and Minority Business Division of the Economic Development Cabinet, provides a program that identifies construction contracts and procurement opportunities for minority business enterprises within the Commonwealth. The Division mobilizes and applies education and business related resources and information; develops financial, technical, management and marketing resources of private, state, and local sectors on behalf of the minority business community; and advocates policies, programs, and procedures with favorable legislative and executive impact on minority business enterprises. The Division also provides information on specific programs that are of interest and benefit to small businesses in general; directs potential and existing small businesses to resources that can provide specialized assistance and information; and operates a material and procurement information service designed to make Kentucky companies aware of the goods and services that are purchased by state government. Kentucky Economic Development Cabinet Small and Minority Business Division 67 Wilkinson Blvd Phone: (502) 564 2064 Toll Free: (877) 355-3822 Business Information Clearinghouse  HYPERLINK "http://www.thinkkentucky.com/kyedc/busstart.asp" http://www.thinkkentucky.com/kyedc/busstart.asp The Business Information Clearinghouse of the Economic Development Cabinet provides license and permit applications, various regulation and informational bulletins, and promotional literature for services available from state government. Order forms for other information of interest to businesses are also provided. For more information, contact: Business Information Clearinghouse Division of Business and Entrepreneurship Development Department of Community Development Cabinet for Economic Development Capital Plaza Tower - 22nd Floor Frankfort, KY. 40601 Phone: 502-564-4252 ext. 4317 1-800-626-2250 (in Kentucky) The eProcurement Website Use the HYPERLINK "https://eprocurement.ky.gov/"eProcurement website at HYPERLINK "https://eprocurement.ky.gov"https://eprocurement.ky.gov if you have the means to regularly access the Internet. If you do not have your own computer, you may take advantage of public resource centers and many public libraries. While on the eProcurement website, look at the list of current Kentucky bid opportunities, select one that looks interesting to you, and either review the bid online or download it to your computer. The resulting document, once printed out to hard copy at your location, may be used as your official bid document. You may also submit your bid electronically through the eProcurement website for selected solicitations. The website also allows you to review recent contract award information. Find out which firms have been awarded contracts, as well as the total contract price. You may search for the commodity or service you provide to see if they are already on contract with the Commonwealth. To access the eProcurement website, enter the following address on your browser's URL line: HYPERLINK "https://eprocurement.ky.gov"https://eprocurement.ky.gov Questions and comments may be directed to the purchasing officer listed in the solicitation. For additional information, you may contact the Customer Resource Center at (toll free) 1-877-973-4357, or by email at Finance.CRCGroup@ky.gov. New Vendor Registration All vendors wishing to do business with the Commonwealth must be registered before being award a contract. Registration allows vendors the opportunity to identify those products and services they wish to offer to the Commonwealth. Vendor registration makes it possible for state agencies to find your company. Vendors may register on the eProcurement website: HYPERLINK "https://eprocurement.ky.gov"https://eprocurement.ky.gov. If a vendor is registering for the first time, they should go to the HYPERLINK "https://ky-purchases.com/servlet/KYECServlet?object=NewVendorReg&action=show&main=yes" \l "_Toc8185618""New Vendor Registration" link on the eProcurement website and provide the requested information. Vendors must provide all mandatory information, as identified by a red "*". Vendors must have an Authentication Code that will allow them to access or edit their registration information online whenever the need arises. Any vendor wishing to submit bid responses online must also have a Bid Authorization Code. This code represents the company's official electronic signature for submitting formal bids online and should be safeguarded. Both the Authentication Code and Bid Authorization Code are case sensitive, and must be at least eight characters in length and contain no special characters (letters and numbers only). Vendors may enter commodity code information for their product or services, as well as a commodity category. While this information is optional, vendors who select a commodity category and provide a valid email address with their point of contact will automatically receive an email notification each time a solicitation for their product or service is posted to the website. Vendors must also indicate their desired method of payment -- either check or Electronic Funds Transfer (EFT). A vendor who wishes to be paid by EFT must provide the requested banking information, including routing and account numbers. If a vendor offers a prompt payment discount, this information may also be entered and will automatically become part of any contract awarded to the vendor. Update Vendor Registration Previously registered vendors can update their vendor information by accessing the "Update Vendor Information on the HYPERLINK "https://eprocurement.ky.gov/"eProcurement website. This area requires the vendor to have an Authentication Code and vendor ID. A vendor may update their own vendor record by logging on using their vendor ID and their Authentication Code. The website also allows you immediate access, 24 hours a day, to the information you need to update your commodities any time you expand your services. Searching for Bid Opportunities Once you are familiar with the eProcurement website, searching for bid opportunities is a simple process. Bid solicitations are located under HYPERLINK "https://ky-purchases.com/servlet/KYECServlet?object=BrowseBidOpps&action=showIssuingOffice&main=yes"Browse Business Opportunities. Be sure to also check HYPERLINK "http://www.state.ky.us/agencies/adm/mars/otherbids.htm"Other Business Opportunities for competitive negotiation opportunities and attachments. Most solicitations allow a minimum of two weeks between the posting of a solicitation and the bid opening, so a daily check of new bids is recommended. Responding to Solicitations Detailed instructions for bidding on a solicitation are found in the solicitation, Kentucky Revised Statutes (KAR) and the Finance and Administration Cabinet Manual of Policies and Procedures (FAP). Highlights for hardcopy bid submission: Review the solicitation and comply with its provisions and instructions. Remember to attach and acknowledge any pertinent attachments, as directed in the solicitation. Prepare and SIGN RESPONSE IN INK, It is important that your bid be easily recognizable, so that it is not misdirected or opened early. The front of the mailing envelope must contain the following information in the lower left-hand corner: The solicitation number The bid opening date Only written or email requests, to the buyer of record, for bid clarifications/questions, will be accepted. Highlights for online bid submission: Review the solicitation and comply with its provisions and instructions. Remember to attach and acknowledge any pertinent standard attachments, as directed by the online solicitation. Prepare and submit your online bid. Print your Online Bidding Confirmation page. Only written or email requests, to the buyer of record, for bid clarifications/questions, will be accepted. See the Online Bidding Vendors Guide located on the HYPERLINK "https://eprocurement.ky.gov/"eProcurement website for additional instructions. 4. Other Bid Response Issues Faxed Information Faxed and telegraphic offers will not be considered unless authorized by the solicitation. However, offers may be modified by this means, provided such notice is received prior to the time and date specified for receipt. Faxed and telegraphic modifications cannot mention unit or total price. Refer only to percentage or numerical change (example: "Reduce unit price of item #1 by $1.00."). See  HYPERLINK "http://www.state.ky.us/agencies/finance/manuals/pol&proc/FAP110-10-00.doc" FAP 110-10-00(2)(c) for the policy regarding modification requests. Bid Samples and Descriptive Literature Samples of items, when required, must be submitted within the time specified, and unless otherwise specified at no expense to the Commonwealth. If not destroyed by testing, samples will be returned at the offeror's request and expense, unless otherwise stated by the solicitation. Unless request for their return is made within thirty (30) days, all samples become the property of the Commonwealth. For online bid responses, all required samples must be submitted to the issuing office of the solicitation by the date and time specified for the bid closing. Samples must be clearly marked with the solicitation number, date and time of closing, and include the vendor's information and a printed copy of the Online Bidding Confirmation Page. See  HYPERLINK "http://www.state.ky.us/agencies/finance/manuals/pol&proc/FAP110-10-00.doc" FAP 110-10-00(5)(p) for information regarding bid samples. Acknowledgment of Addenda All addenda must be acknowledged. Once a solicitation has been downloaded from the website, the vendor is responsible for checking the eProcurement website for modifications to the solicitation. Receipt of a modification to a solicitation by an offeror must be acknowledged by signing and returning the modification or by letter, telegram or fax (when authorized). Such acknowledgments must be received prior to the hour and date specified for receipt of offers. Normally, this acknowledgment can be enclosed with the primary bid document. If the vendor has already responded to the solicitation the vendor must acknowledge the addenda and modify their bid accordingly. Failure to acknowledge modifications may cause the bid to be considered non-responsive. For online bid responses, the eProcurement system will correctly reference the current copy of the solicitation each time the bid response is submitted. See  HYPERLINK "http://www.state.ky.us/agencies/finance/manuals/pol&proc/FAP110-10-00.doc" FAP 110-10-00(4) for information regarding acknowledgment of addenda. Bid Modifications and Withdrawals Bid solicitation responses may be modified or withdrawn by written, fax, or telegraphic notice received prior to the time and date specified for receipt of offers. An offer may also be withdrawn in person by an offeror, with proper identification and a signed receipt, but only if the withdrawal is made prior to the time and date set for receipt of offers. A vendor may modify or withdraw an online bid response at any time prior to the published closing time and date for the solicitation. An online draft bid response may be modified or withdrawn by completing a login with the vendor identification number and the Authentication Code. A formal bid response may only be withdrawn by applying the appropriate Bid Authorization Code. Faxing bid modifications and withdrawals is permitted. See  HYPERLINK "http://www.state.ky.us/agencies/finance/manuals/pol&proc/FAP111-35-00.doc" FAP 111-35-00 (8) and  HYPERLINK "http://www.state.ky.us/agencies/finance/manuals/pol&proc/FAP110-10-00.doc" FAP 110-10-00(18) regarding bid modification and withdrawals. Bonding Requirements for Bidders When justified, the Commonwealth may require a bid bond as surety that a bid offer will be held firm for a specified period of time. Additionally, a performance bond may be required from the successful bidder. Bond documents for online bid responses may be submitted by attaching a scanned copy of the bond document with the online response or by a separate hard copy submitted manually and arriving prior to the time and date of closing for the solicitation. Hard copy submissions must be marked with the solicitation number, date and time of closing, and vendor information, and include a printed copy of the Online Bidding Confirmation page. See  HYPERLINK "http://www.state.ky.us/agencies/finance/manuals/pol&proc/FAP111-27-00.doc" FAP 111-27-00 and  HYPERLINK "http://www.state.ky.us/agencies/finance/manuals/pol&proc/FAP-220-05-00.doc" FAP 220-05-00 for information regarding bonds. Late Solicitation Responses Hard copy bids, modifications and withdrawals received at the office designated in the solicitation after the time and date specified for receipt will not be considered for an award or contract, unless: No bids are received other than the late bid; and The bid is postmarked before the date and time set for the opening of bids: and An agency's need is determined to preclude the re-advertisement of bids; and The agency is assured that the specifications and the selection of bidders by the purchasing officer were not the cause for the late offer being the only bid available for consideration; and The price is investigated and found to be the best value for the Commonwealth of Kentucky. The eProcurement system does not allow late submission of online bid responses. Formal Bid Openings Hard copy and online bid responses are opened and read (upon request) on the date specified. Interested bidders are welcome to attend the bid openings. See  HYPERLINK "http://www.state.ky.us/agencies/finance/manuals/pol&proc/FAP111-35-00.doc" FAP 111-35-00 for a discussion of competitive sealed bidding. Protesting a Contract Award A bidder who questions a solicitation or selection for a contract award may file protest with the Secretary of the Finance and Administration Cabinet. A protest or notice of other controversy must be filed within two (2) weeks of the date the protestor knew of, or should have known of, the action being protested. All protests must be in writing. The Secretary, or his designee, is empowered to render a conclusive decision, in writing, to the aggrieved party stating the reason(s) for the action taken. Protests regarding bids by the Transportation Cabinet, Division of Purchases should be addressed to the Secretary of the Transportation Cabinet. Protests regarding bids by other state agencies should be directed to those agencies. A list of all state agency websites can be found at:  HYPERLINK "http://links.state.ky.us/listalphname.asp" http://links.state.ky.us/listalphname.asp. Complaints against Vendors When a state agency first experiences a relatively minor problem or difficulty with a vendor, the agency will contact the vendor directly and attempt to informally resolve the problem. If the vendor fails to respond satisfactorily, the agency will create and route an electronic Vendor Tracking Document to the agency that issued the Contract or Master Agreement. The Vendor Tracking Document includes steps the agency has taken to resolve the dispute/complaint within the description of the complaint. The issuing agency resolves the complaint and documents the actions taken on the Vendor Tracking Document. This documentation is used for future bid evaluations and decision-making affecting the vendor. Open Records With the implementation of the eProcurement website, bidders may inspect limited contract award information on their personal computers. Complete records may also be reviewed by filing an Open Records Request via fax to the Finance and Administration Cabinets Office of the General Counsel, at (502) 564-9875. The bidder will be notified when and where the records may be inspected. Normal business hours are Monday through Friday from 8:00 a.m. to 4:00 p.m. EST. Copies of these records are available at 10 per copy. Vendors may also incur additional charges for reports that must be generated solely to provide information under the Open Records Request. For Open Records information concerning Transportation Cabinet bids, phone the Cabinets legal counsel at (502) 564-7650 for procedures. For Open Records Request procedures at other issuing state agencies, contact the legal counsels in those agencies. Cooperative Purchasing The Finance and Administration Cabinet includes in all Catalog Master Agreements/Master Agreements a provision that any political subdivision in Kentucky may participate in such contracts to the same extent as the Commonwealth of Kentucky. The political subdivisions may purchase directly from the vendor possessing the Catalog Master Agreement or Master Agreement contract. State agencies are required to use these contracts. Local governments may use these contracts with the consent of the vendor. See  HYPERLINK "http://162.114.4.13/KRS/045A00/300.PDF" KRS 45A.300 for information regarding cooperative purchasing. 5. Doing business with the Division of Material and Procurement Services General Information In addition to checking the HYPERLINK "https://eprocurement.ky.gov/"eProcurement website, all solicitations issued by the Division of Material and Procurement Services (DMPS) are posted outside of Bid Room 375 in the Capitol Annex. Information for Bidders Questions or clarifications may be directed to the purchasing officer administering the solicitation. Bids must be received before the specified closing time and date for receipt of bids. All hard copy bids are time stamped showing the time and date officially received. The time/date clock stamp in Room 367 of the Capitol Annex is the official bid time/date receipt indicator. Bidder assumes full responsibility for timely delivery of the bid in compliance with the above described procedures and conditions. Solicitations of $20,000 or more may be advertised in the Louisville Defender. Larger solicitations may be advertised in the Lexington Herald-Leader, The Courier-Journal or other publications at the discretion of DMPS. All bid openings are open to the public at the time and date prescribed in the solicitation. For information contact: Finance and Administration Cabinet Department for Administration Division of Material & Procurement Services Capitol Annex Building 702 Capital Avenue, Room 367 Frankfort KY 40601 Phone: (502) 564-4510 FAX: (502) 564-7209 6. Doing Business with the Division of Contracting and Administration General Information Potential vendors should review the HYPERLINK "https://eprocurement.ky.gov/"eProcurement website for solicitations. Solicitation opportunities are also posted outside the Divisions offices in Room 158 of the Capital Annex. Vendors should be registered on the eProcurement website, as well, or write to the Division address below. Information for Bidders After request for and receipt of bid documents, any questions or clarifications may be directed to the purchasing officer administering the solicitation. Most invitations from Contracting and Administration have a technical consultant who will also be able to answer questions. Both names will be listed in the documents, with telephone numbers. Bids must be received before the specified closing time and date for receipt of bids. All bids are time stamped showing the time and date officially received. The time/date clock on the bid receipt clerks desk in Room 158 of the Capitol Annex is the official bid time/date receipt indicator. Bidder assumes full responsibility for timely delivery of the bid in compliance with the above described procedures and conditions. All bid openings are open to the public. All bids received are publicly opened and read aloud at the time and date prescribed in the Solicitation. All solicitations are posted on in the eProcurement system. Questions relating to registration or small purchase procedures may be directed to: Department for Facilities Management Division of Contracting and Administration Capitol Annex Building 702 Capital Avenue, Room 158 Frankfort KY 40601 Phone (502) 564-3050. Fax: (502) 564-6822 7. Doing Business with the Kentucky Transportation Cabinet General Information Transportation Cabinet solicitations are listed at Station E4-15-02 in the Transportation Cabinet Building in Frankfort, Kentucky, and on the eProcurement website. Information for Bidders All vendors and contractors wishing to be placed on the Division's various source lists must make a request in writing addressed to: Kentucky Transportation Cabinet Division of Purchases Department of Fiscal Management Station: E4-15-02 200 Mero Street Frankfort KY 40622 (502) 564-4630 Vendors may register online at HYPERLINK "https://eprocurement.ky.gov"https://eprocurement.ky.gov to receive an email notification when solicitations are posted. Submit bids in such a way as to ensure that they arrive in Transportation - Division of Purchases before the time set for bid closing on the Solicitation. The time shown on the recording clock on the receptionist's desk in the Division of Purchases, Station E4-15-02 in the Transportation Cabinet Building, is the correct time. If specified in the bid, the Transportation Cabinet may receive online bids according to the procedures outlined in this guide. After you have received a Solicitation, thoroughly read the entire document. Questions can be directed to the buyer listed on the Solicitation. The buyer's telephone number is listed on the Solicitation. Questions relating to small purchase procedures or delegated items can be directed to the address or telephone number listed above. Small Purchase procedures can be used for commodities, services, and equipment not to exceed $20,000 and construction services not to exceed $40,000. Purchases exceeding $25,000 may be advertised in the Louisville Defender and are posted on the eProcurement website at HYPERLINK "https://eprocurement.ky.gov"https://eprocurement.ky.gov All bid openings are open to the public. 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