Project Information

Bid Title

Disposable Reflective Marker Spheres (DRMS)

Issuing Agency

UNIVERSITY OF KENTUCKY

Location

Kentucky

Published Date

Nov 4, 2025

Closing Date

Nov 25, 2025

Government Level

State & Local

Status

Closed

Ref. #

UK-2563-26

Original Source

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Bid Documents

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Project Description

UK-2563-26

Disposable Reflective Marker Spheres (DRMS)

11-25-25

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Request for Proposal

UK-2563-26

Proposal Due Date – 11/25/2025

Disposable Reflective Marker Spheres (DRMS)

Revised 7-14-25

REQUEST FOR PROPOSAL (RFP)

ATTENTION: This is not an order. Read all instructions, terms and conditions carefully.

PROPOSAL NO.:

UK-2563-26

RETURN ORIGINAL COPY OF PROPOSAL TO:

Issue Date:

11/4/2025

UNIVERSITY OF KENTUCKY

Title:

Disposable Reflective Marker Spheres (DRMS)

PROCUREMENT SERVICES

Purchasing Officer: David D. Stefanic

411 S LIMESTONE

Phone:

859-257-5792

ROOM 322 PETERSON SERVICE BLDG.

Email:

david.stefanic@uky.edu

LEXINGTON, KY 40506-0005

IMPORTANT: PROPOSALS MUST BE RECEIVED BY: 11/25/2025 3 P.M. LEXINGTON, KY TIME.

NOTICE OF REQUIREMENTS

1. The University’s General Terms and Conditions and Instructions to Bidders, viewable at https://purchasing.uky.edu/bid-and-proposal-opportunities, apply to

this RFP. When the RFP includes construction services, the University’s General Conditions and Special Conditions for Construction and Instructions to

Bidders, viewable at https://purchasing.uky.edu/bid-and-proposal-opportunities, apply to the RFP.

2. Contracts resulting from this RFP must be governed by and in accordance with the laws of the Commonwealth of Kentucky.

3. Any agreement or collusion among offerors or prospective offerors, which restrains, tends to restrain, or is reasonably calculated to restrain competition by

agreement to bid at a fixed price or to refrain from offering, or otherwise, is prohibited.

4. Any person who violates any provisions of KRS 45A.325 shall be guilty of a felony and shall be punished by a fine of not less than five thousand dollars nor

more than ten thousand dollars or be imprisoned not less than one year nor more than five years, or both such fine and imprisonment. Any firm, corporation,

or association who violates any of the provisions of KRS 45A.325 shall, upon conviction, be fined not less than ten thousand dollars or more than twenty

thousand dollars.

AUTHENTICATION OF BID AND STATEMENT OF NON-COLLUSION AND NON-CONFLICT OF INTEREST

I hereby swear (or affirm) under the penalty for false swearing as provided by KRS 523.040:

1. That I am the offeror (if the offeror is an individual), a partner, (if the offeror is a partnership), or an officer or employee of the bidding corporation having

authority to sign on its behalf (if the offeror is a corporation);

2. That the attached proposal has been arrived at by the offeror independently and has been submitted without collusion with, and without any agreement,

understanding or planned common course of action with, any other Contractor of materials, supplies, equipment or services described in the RFP, designed to

limit independent bidding or competition;

3. That the contents of the proposal have not been communicated by the offeror or its employees or agents to any person not an employee or agent of the

offeror or its surety on any bond furnished with the proposal and will not be communicated to any such person prior to the official closing of the RFP:

4. That the offeror is legally entitled to enter into contracts with the University of Kentucky and is not in violation of any prohibited conflict of interest, including,

but not limited to, those prohibited by the provisions of KRS 45A.330 to .340, and164.390;

5. That the offeror, and its affiliates, are duly registered with the Kentucky Department of Revenue to collect and remit the sale and use tax imposed by Chapter

139 to the extent required by Kentucky law and will remain registered for the duration of any contract award;

6. That I have fully informed myself regarding the accuracy of the statement made above.

SWORN STATEMENT OF COMPLIANCE WITH CAMPAIGN FINANCE LAWS

In accordance with KRS45A.110 (2), the undersigned hereby swears under penalty of perjury that he/she has not knowingly violated any provision of the

campaign finance laws of the Commonwealth of Kentucky and that the award of a contract to a bidder will not violate any provision of the campaign finance

laws of the Commonwealth of Kentucky.

CONTRACTOR REPORT OF PRIOR VIOLATIONS OF KRS CHAPTERS 136, 139, 141, 337, 338, 341 & 342

The contractor by signing and submitting a proposal agrees as required by 45A.485 to submit final determinations of any violations of the provisions of KRS

Chapters 136, 139, 141, 337, 338, 341 and 342 that have occurred in the previous five (5) years prior to the award of a contract and agrees to remain in

continuous compliance with the provisions of the statutes during the duration of any contract that may be established. Final determinations of violations of

these statutes must be provided to the University by the successful contractor prior to the award of a contract.

CERTIFICATION OF NON-SEGREGATED FACILITIES

The contractor, by submitting a proposal, certifies that he/she is in compliance with the Code of Federal Regulations, No. 41 CFR 60-1.8(b) that prohibits the

maintaining of segregated facilities.

SIGNATURE REQUIRED: This proposal cannot be considered valid unless signed and dated by an authorized agent of the offeror. Type or print the signatory's

name, title, address, phone number and fax number in the spaces provided. Offers signed by an agent are to be accompanied by evidence of his/her authority

unless such evidence has been previously furnished to the issuing office

DELIVERY TIME:

NAME OF COMPANY:

DUNS #

PROPOSAL FIRM

THROUGH:

PAYMENT TERMS:

ADDRESS:

CITY, STATE & ZIP CODE:

Phone/Fax:

E-MAIL:

SHIPPING TERMS: F. O.B.

DESTINATION PREPAID

AND ALLOWED

FEDERAL EMPLOYER ID

NO.:

TYPED OR PRINTED NAME:

SIGNATURE:

WEB ADDRESS:

DATE:

Revised 7-14-2025

PROPOSAL NO. UK-2563-26

3

Table of Contents

1.0 DEFINITIONS ........................................................................................................................... 6

2.0 GENERAL OVERVIEW............................................................................................................. 7

2.1 Intent and Scope .................................................................................................................. 7

2.2 University Information ........................................................................................................... 7

2.3 Economic Engagement and Procurement ............................................................................ 9

3.0 PROPOSAL REQUIREMENTS............................................................................................... 11

3.1 Key Event Dates................................................................................................................. 11

3.2 Offeror Communication ...................................................................................................... 11

3.3 Offeror Presentations ......................................................................................................... 11

3.4 Preparation of Offers .......................................................................................................... 11

3.5 Proposed Deviations from the RFP .................................................................................... 12

3.6 Proposal Submission and Deadline .................................................................................... 12

3.7 Modification or Withdrawal of Offer..................................................................................... 13

3.8 Acceptance or Rejection and Award of Proposal ................................................................ 13

3.9 Rejection ............................................................................................................................ 13

3.10 Addenda ............................................................................................................................. 13

3.11 Disclosure of Offeror’s Response ....................................................................................... 13

3.12 Restrictions on Communications with University Staff ........................................................ 14

3.13 Cost of Preparing Proposal................................................................................................. 14

3.14 Disposition of Proposals ..................................................................................................... 14

3.15 Alternate Proposals ............................................................................................................ 14

3.16 Questions ........................................................................................................................... 14

3.17 Section Titles in the RFP .................................................................................................... 15

3.18 No Contingent Fees............................................................................................................ 15

3.19 Proposal Addenda and Rules for Withdrawal...................................................................... 15

3.20 Requirement to Perform Vendor Onboarding and Registration ........................................... 15

4.0 PROPOSAL FORMAT AND CONTENT .................................................................................. 16

4.1 Proposal Information and Criteria ....................................................................................... 16

4.2 Signed Authentication of Proposal and Statements of Non-Collusion and Non-Conflict of

Interest Form .............................................................................................................................. 16

4.3 Transmittal Letter ............................................................................................................... 16

Rev. 7/14/25

PROPOSAL NO. UK-2563-26

4

4.4 Executive Summary and Proposal Overview ...................................................................... 17

4.5 Criteria 1 - Offeror Qualifications ........................................................................................ 17

4.6 Criteria 2 – Services Defined .............................................................................................. 18

4.7 Criteria 3 – Financial Proposal............................................................................................ 18

4.8 Criteria 4 – Evidence of Successful Performance and Implementation Schedule ............... 18

4.9 Criteria 5 – Other Additional Information............................................................................. 19

5.0 EVALUATION CRITERIA PROCESS...................................................................................... 20

6.0 SPECIAL CONDITIONS.......................................................................................................... 21

6.1 Contract Term .................................................................................................................... 21

6.2 Effective Date ..................................................................................................................... 21

6.3 Competitive Negotiation ..................................................................................................... 21

6.4 Appearance Before Committee .......................................................................................... 21

6.5 Additions, Deletions or Contract Changes .......................................................................... 21

6.6 Contractor Cooperation in Related Efforts .......................................................................... 22

6.7 Entire Agreement ............................................................................................................... 22

6.8 Governing Law ................................................................................................................... 22

6.9 Kentucky’s Personal Information Security and Breach Investigation Procedures and

Practices Act .............................................................................................................................. 22

6.10 Termination for Convenience.............................................................................................. 23

6.11 Termination for Non-Performance ...................................................................................... 23

6.12 Funding Out ....................................................................................................................... 24

6.13 Prime Contractor Responsibility.......................................................................................... 24

6.14 Assignment and Subcontracting ......................................................................................... 24

6.15 Permits, Licenses, Taxes.................................................................................................... 24

6.16 Attorneys’ Fees .................................................................................................................. 24

6.17 Royalties, Patents, Copyrights and Trademarks ................................................................. 25

6.18 Indemnification ................................................................................................................... 25

6.19 Insurance ........................................................................................................................... 25

6.20 Method of Award ................................................................................................................ 26

6.21 Reciprocal Preference ........................................................................................................ 26

6.22 Auditing .............................................................................................................................. 26

6.23 Confidentiality..................................................................................................................... 26

6.24 Conflict of Interest .............................................................................................................. 27

Rev. 7/14/25

PROPOSAL NO. UK-2563-26

5

6.25 University Brand Standards ................................................................................................ 27

6.26 Payment Terms .................................................................................................................. 28

7.0 FINANCIAL OFFER SUMMARY ............................................................................................. 29

7.1 Additional Financial Commitment ....................................................................................... 29

Rev. 7/14/25

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