Manufacturing Equipment Cost Proposal

SCHOOL DISTRICT OF
WARREN COUNTY PUBLIC SCHOOLS
BOWLING GREEN, KENTUCKY
REQUEST FOR PROPOSAL
RFP # 2026-11 R2
MANUFACTURING EQUIPMENT
PROPOSAL SUBMISSION DEADLINE:
10:00 AM (CT), TUESDAY, MARCH 10, 2026
10:00 AM (CT), WEDNESDAY, MARCH 25, 2026
All time references in this RFP refer to the Central Time Zone.
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INSTRUCTIONS FOR SUBMISSION OF PROPOSAL
IMPORTANT
Proposals shall be received by the deadline for proposal submission noted in Section 2.
Offerors are encouraged to use the following "Proposal Submission Checklist" to ensure they have
included all the items required by the solicitation.
Mail or hand-deliver your Proposal to:
Warren County Schools Board Office
303 Lovers Lane
Bowling Green, KY 42103
* If mailing, allow for ample time for your proposal to be received before the deadline.
* If hand-delivering, allow for ample time for potential long lines at the Board Office and to get through
any security and check-in procedures.
Proposals received after the submission deadline WILL be disqualified.
PROPOSAL SUBMISSION CHECKLIST
A. SUBMIT THE FOLLOWING FOR YOUR TECHNICAL PROPOSAL IN AN ENVELOPE LABELED "TECHNICAL
PROPOSAL."
TECHNICAL PROPOSAL RESPONSE (see Sections 4.A.1. - 4.A.3 for content)
ATTACHMENT A (signed) - SOLICITATION RESPONSE COVER PAGE
ATTACHMENT B - NON-DISCRIMINATION/MINORITY-OWNED BUSINESS FORM
ATTACHMENT C (notarized) - REQUIRED AFFIDAVIT FOR BIDDERS, OFFERORS AND CONTRACTORS
ATTACHMENT D (if applicable) (notarized) - RESIDENT VENDOR AFFIDAVIT
ATTACHMENT E - REFERENCES
* CERTIFICATE OF INSURANCE REQUIREMENT (see Section 6 for details) - Providing this is optional during
the RFP process but is required within 5 business days of Contract award.
B. SUBMIT THE FOLLOWING FOR YOUR COST PROPOSAL IN A SEPARATE AND SEALED ENVELOPE AND LABEL
THE ENVELOPE "COST PROPOSAL."
ATTACHMENT F (signed) - COST PROPOSAL - EQUIPMENT BID SHEET (attached Excel workbook)
Both Technical Proposal and Cost Proposal envelopes may be INCLUDED together in a single larger envelope
for mailing or delivery purposes.
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REVISION #1, 2/19/2026
Questions and Answers
Question 1
Regarding the Cost Proposal Instructions Item #10, are we supposed to quote all items FOB to the destination
and rigging into the facility to the desired locations?
Answer 1
Inside delivery is all we asked for, but please go ahead and include your rigging costs on the provided lines or
on a separate sheet. We might choose to have the equipment installed if the costs are reasonable.
No further questions.
Revisions
Attachment F, Cost Proposal has been updated to include lines for Rigging fees. The updated Cost Proposal is
the Excel Sheet titled WCPS RFP 2026-11 R2 Cost Proposal - Manufacturing Equipment.
No further revisions.
[END OF REVISION #1]
REVISION #2, 3/9/2026
Revisions
Cover Page:
Deadline for Proposals changed from 3/10/2026 to 3/25/2026
Section 2.A. Schedule of Events:
Deadline for Proposals has been changed to 3/25/2026 at 10:00 am CT.
Anticipated Date of Contract Award has been changed to 4/22/2026.
Anticipated Contract Start Date has been changed to 4/27/2026.
Section 3.A. Scope of Services:
The specific item list has been removed. Vendors may find the full list in the attached Excel Sheet, WCPS RFP
2026-11 R2 Cost Proposal.
Attachment F, Cost Proposal:
Has been updated to remove items, add items, and add model numbers to some items. Hyperlinks of most of
the items have been provided for reference. The District is not specifying the items be procured from those
companies; it's just for reference. Additionally, items equal to or better than the noted items may be
proposed. The updated Cost Proposal is the Excel Sheet titled WCPS RFP 2026-11 R2 Cost Proposal -
Manufacturing Equipment.
No further revisions.
[END OF REVISION #2]
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SECTION 1. INTRODUCTION
A. STATEMENT OF PURPOSE
This Request for Proposals ("RFP") is issued by Warren County Public Schools ("the District") to solicit
proposals from qualified vendors to furnish the goods and services described in this solicitation. Additional
details may be found in Section 3. Scope of Work.
B. LEGAL REQUIREMENTS
Offerors are advised that any contract resulting from this RFP shall comply with all applicable provisions of KRS
Chapter 45A and other statutes and policies noted in this RFP. The Warren County Public Schools Procurement
Manual (as adopted by the Warren County Board of Education) shall be fully incorporated by reference into
this RFP. A copy of this Procurement Manual may be obtained from the District Office upon request at a cost
not to exceed the cost of reproduction.
C. SYNONOMOUS TERMS
As used throughout this proposal and its attachments, the following terms are synonymous:
a. Warren County Public Schools and District are synonymous.
b. Solicitation, Request for Proposals, and RFP are synonymous.
c. Offeror, Supplier, Vendor, Company, Firm, are synonymous.
d. Agreement and Contract are synonymous.
e. Successful Offeror and Contractor are synonymous.
f. Project, Services, Scope, and Work are synonymous.
SECTION 2. SCHEDULE OF EVENTS, COMMUNICATIONS
A. SCHEDULE OF EVENTS
Event Date Time (CT)
Release of RFP 2/9/2026
Deadline for written questions from Offerors 2/18/2026 3:00 pm
Answers for written questions posted 2/23/2026
Deadline for Proposals to be submitted 3/25/2026 10:00 am
Anticipated Date of Contract Award 4/22/2026
Anticipated Contract Start Date 4/27/2026
The District reserves the right to adjust these dates during the solicitation process.
B. RFP AND ADDENDA
The RFP and addenda may be downloaded from the District website while the RFP is posted.
C. COMMUNICATIONS
Any questions about the RFP must be submitted by the deadline for written questions specified in the
Schedule of Events. Questions must be submitted by email to the District Finance Director, Kathy Phelps, at
kathy.phelps@warren.kyschools.us.
The abovementioned individual shall be the sole point of contact concerning this solicitation. Prospective and
actual Offerors shall not directly contact other District personnel regarding matters concerning this solicitation
or to arrange meetings related to such. Any unauthorized contact may be cause for disqualification of the
Offeror.
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D. AMENDMENTS TO THE RFP
Please note that any amendments to a solicitation (such as the revision of the RFP to include the answers to
the written questions) will be posted on the District website where the RFP was originally posted.
It is important for prospective Offerors to check the website regularly for posted addenda. No amendments
will be issued later than seven (7) days prior to the submission deadline of proposals, except for postponing
the date for receipt of proposals, or withdrawing the request for proposals. Each Offeror shall determine prior
to submitting its proposal that it has received all amendments issued. Offerors are responsible for submitting
proposals using the latest version and amendments to the solicitation.
SECTION 3. SCOPE OF SERVICES
A. OVERVIEW
The Warren County Board of Education is soliciting manufacturing equipment for the Warren County Public
Schools IMPACT Center for Leadership and Innovation (hereafter referred to as the IMPACT Center or the
facility), located at 830 Cumberland Trace Road, Bowling Green, KY 42103.
Warren County Public Schools (WCPS) will launch the IMPACT Center in the Fall of 2026. This innovative
institution for students in grades 7-12 will feature five pioneering academies that emphasize leadership across
all levels; the five academies are as follows: AI and Cyber Systems, Aeronautics, Biomedical Innovation, Design,
Enterprise and Visionary Arts, and Robotics and Advanced Systems.
The IMPACT Center's vision is to be a community where every student's worth is honored, their potential is
unleashed, and they develop the leadership skills to create meaningful change through a transformative
education. Its mission is to empower leaders by igniting innovation, fostering collaboration, and engaging in
authentic problem-solving to lead meaningful change and make a global IMPACT.
Scope of Services
The awarded vendor(s) shall provide manufacturing equipment, along with additional associated standard
equipment, optional equipment, accessories, and delivery to the facility:
The full, official list of items and quantities are listed on Attachment F, Cost Proposal (attached Excel
spreadsheet).
Equipment or materials that differ from the exact items specified may be proposed; however, any such
alternatives must meet or exceed the minimum specifications, including all warranty requirements, of the
listed items. The District may, at its sole discretion, evaluate and consider alternative items, but is under no
obligation to do so.
The District reserves the right to award the Contract in whole or in part, to a single Contractor or to multiple
Contractors, or to make no award if deemed in its best interest. The District further reserves the right to waive
informalities and minor irregularities in proposals, to request additional information as needed, and to
negotiate with Offerors.
B. GENERAL REQUIREMENTS
The Contractor shall provide all goods and services described in Section 3.A, Scope of Work, and as itemized in
Attachment F, Cost Proposal.
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No employee of the Offeror shall be assigned or allowed on school district property who is a registered sex
offender or who is otherwise prohibited by law from being on school district property.
Dress Code: For services performed on District property, shirts are to be worn; they may not be torn or cut off;
and they may not have unsightly logos or text.
The School District reserves the right to ask the Offeror to remove any employee of the Offeror whom the
district finds objectionable.
Tobacco and Vape-Free Campuses: The use of smoking products, tobacco in any form, vaping devices, and
electronic cigarettes is strictly prohibited on all WCPS property.
Reports: The Contractor shall maintain an up-to-date summary report reflecting cumulative dollar amounts for
all invoiced items. This report shall be provided to Warren County Public Schools upon request within fourteen
(14) calendar days and shall present cumulative totals by product category.
SECTION 4. PROPOSAL CONTENT
IMPORTANT: This Section outlines the items needed in your Technical and Cost Proposals.
All information contained within the Technical and Cost Proposals should be verifiable based upon the
documentation provided. Failure to provide all information, or any inaccuracy or misstatement may be
sufficient cause for rejection of the proposal or rescission of an award. Conversely, the District reserves the
right to ask for specific information from an Offeror, where an Offeror did not provide requested information.
A. TECHNICAL PROPOSAL CONTENT
Provide responses to the following sections-Company Overview, Mandatory Requirements, and References-
in the order listed. The Technical Proposal shall not include any cost or pricing information.
1. Company Overview
a. Provide an introduction and general description of your company/organization background and
the nature of business activities.
b. Provide key contact information, including phone number(s) and email address(es).
c. (If applicable) If your company/organization is the subsidiary of a larger corporation, describe the
relationship and the extent to which your parent corporation is financially obligated to uphold the
commitments made by your firm.
d. Has your company/organization ever been suspended, decertified, or barred by any governmental
or public agency from providing services, even temporarily? If yes, explain.
e. (Optional) State any proposed exceptions or deviations you may have with any term, condition, or
requirement listed in this solicitation. The District reserves the right to summarily decline any
proposed exceptions, or deviations which are not included in the Cover Letter.
f. (Optional) Provide any additional relevant details about your company, team, and/or services.
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2. Mandatory Requirements
Offerors shall meet the following requirements, as applicable:
a. Carry the required amount of insurance stated in Section 7. Terms and Conditions.
This is optional during the RFP process but is required within 5 business days of Contract
award and execution.
Indicate Yes or No
b. If required by the District, Contractor agrees to have background checks obtained at the
Contractor's expense for all workers prior to commencing any work.
Indicate Yes or No
3. References
Provide at least three (3) previous client references for whom you have provided similar equipment during
the past 5 years. Warren County Public Schools may be a reference. The District reserves the right to
contact any references listed. You may use the References Form on Attachment E.
B. COST PROPOSAL CONTENT
All costs, prices, and billable rates shall be included exclusively on Attachment F, Cost Proposal - Equipment Bid
Sheet (attached Excel workbook).
Any proposed costs shall be subject to further negotiation with the awarded Contractor prior to issuance of
the Contract.
[The remainder of this page intentionally left blank.]
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SECTION 5. EVALUATION AND AWARD
A. EVALUATION CRITERIA
All proposals submitted in response to this RFP will be reviewed for responsiveness by the Finance Department
prior to referral to the evaluation committee(s). A technical evaluation committee will evaluate all responsive
proposals. Evaluation and scoring of the Cost Proposals will be performed independently of the technical
evaluations. Oral Presentations/Discussions and the BAFO process are optional components and may not be
required. After the entire evaluation process is complete and negotiations are concluded, awarded contracts
should be issued.
Evaluation Stage Description Maximum Score
Technical Evaluation Company Overview Pass/Fail
Mandatory Requirements Pass/Fail
References Pass/Fail
Cost Evaluation Cost Proposal Pass/Fail
Optional Oral Presentations/Discussions Pass/Fail
Optional BAFO TBD
For purposes of proposal evaluation, the District will consider the following factors: Company Overview,
Mandatory Requirements, References, Items Proposed, Item Prices, Delivery Costs, Lead Times, Warranty and
Repair Terms, and the Offeror's previous business history with the District.
ORAL PRESENTATIONS
Oral presentations and/or discussions may be requested by a shortlist of Offerors, if it is in the best interest of
the District to do so. Since presentations are optional, Offerors are encouraged to submit full and complete
information with their proposals. Presentations may be held in person, via conference call, or via video
conference. Details will be finalized when the presentations are scheduled.
B. BEST AND FINAL OFFER (BAFO)
The District, at its discretion, may utilize a Best and Final Offer (BAFO) stage. If this phase is utilized, the District
shall submit to the shortlisted Offerors requests for specific clarification and allow Offerors to revise their cost
proposals. If an Offeror is invited to participate in the BAFO stage, the dates may not be flexible. If the District
requests BAFOs, the District may revise cost proposal scores, based upon additional information and
clarification received in this stage. In lieu of revising initial cost scoring, the District may evaluate BAFOs by use
of an additional scoring phase.
C. CONTRACT AWARD
Any resulting contract(s) from this solicitation will be awarded to the Offeror(s) whose overall offer is deemed
to be the most advantageous to the District as determined by the evaluation process. Please note that the
reciprocal preference for resident bidders required by KRS 45A.494 may impact final contract award in certain
circumstances. See Section 6 of this RFP for additional information. Following evaluations of proposals and any
applicable negotiations, the District will submit a recommendation for contract award to the Warren County
School Board for review at its next Board meeting. If the School Board approves the recommendation, the
District will notify the Offeror(s) selected for award.
SECTION 6. TERMS AND CONDITIONS
TERM OF THE CONTRACT
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The Contract shall commence on March 24, 2026, or upon Board approval (whichever occurs later), and shall
remain in effect until all specified equipment has been satisfactorily delivered. This is a single-period contract,
and no renewal options will be offered.
INVOICING AND PAYMENT
Payments for goods/services will be made upon satisfactory completion. Invoices shall be sent or delivered to:
Warren County Public Schools
Attn: Finance Department
303 Lovers Lane
Bowling Green, KY 42103
Invoices will be reviewed and submitted to the District Board for payment approval and are typically paid
within thirty (30) days of receipt. Depending on the timing of the next scheduled Board meeting and associated
agenda deadlines, payment may take up to sixty (60) days to process. The District issues payments by check;
however, if credit card payment is requested, the Contractor shall be responsible for any associated credit card
fees.
CERTIFICATE OF INSURANCE REQUIREMENT
This is optional during the RFP process but is required within 5 business days of Contract award and execution.
The successful Offeror shall furnish a certificate of insurance in accordance with the requirements set forth
below, as applicable, or at minimum, in accordance with local and state laws for the performance of the
awarded Contract.
The successful Offeror agrees that required insurance shall not be canceled or permitted to lapse during the
term of any awarded Contract without prior written notification to Warren County Public Schools. The
Certificate of Insurance shall name the Board of Education of Warren County (Attn: Insurance/Real Estate
Department, 303 Lovers Lane, Bowling Green, KY 42103) as additional insured.
OFFEROR'S LIABILITY INSURANCE
The insurance required shall be written for not less than the following limits or greater if required by law:
Worker's Compensation:
State Statutory
Applicable Federal (e.g. Longshoreman's) Statutory
Employer's Liability $100,000.00
Comprehensive or Commercial General Liability (including Premises-Operations; Independent Offeror's
Protection; Product Liability and Completed Operations; Broad Form Property Damage):
General Aggregate (Except Products-Completed Operations) $2,000,000.00
Products-Completed Operations Aggregate $1,000,000.00
Personal/Advertising Injury (Per Person/Organization) $1,000,000.00
Each Occurrence (Bodily Injury and Property Damage) $1,000,000.00
Limit per Person Medical Expense $5,000.00
Exclusions of Property in Offeror's Care, Custody or Control will be eliminated.
Property Damage Liability Insurance will provide coverage for explosion, collapse and underground
damage.
Contractual Liability:
General Aggregate $2,000,000.00
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Each Occurrence (Bodily Injury and Property Damage) $1,000,000.00
Automobile Liability (Commercial Vehicles):
Bodily Injury (combined single limit) $2,000,000.00
Property Damage (combined single limit) $1,000,000.00
Commercial Buses $10,000,000.00
Professional Liability (for architectural or construction management services):
Per Occurrence $1,000,000.00
Annual Aggregate $2,000,000.00
Cyber Insurance (if Contractual requirement exists): $5,000,000.00
PROPOSAL UTILIZATION OF MINORITY VENDORS
The utilization of minority and subcontractors are encouraged, wherever possible, on public Contracts. The
Contractor should make full efforts to locate minority business persons. For assistance in identifying minority
vendors and subcontractors, contact the Commonwealth of Kentucky Finance Cabinet, Minority and Women
Business Enterprise Certification Program.
PROPOSAL PREPARATION COSTS
The District shall not pay any costs associated with the preparation, submittal, clarification, or presentation of
any proposal.
PROPOSAL WITHDRAWAL
All proposals shall be valid for a period of ninety (90) days from the opening date to allow for tabulation, study,
negotiation, and consideration by the Warren Board or its designee. An Offeror may withdraw a proposal,
without prejudice, prior to the official Submission Deadline, by providing official written notice of such to the
District Finance Department.
PROPOSAL NEGOTIATIONS
The District Finance Department may conduct post negotiations of technical aspects of the proposals, items,
and/or prices after reviewing all proposals submitted. If negotiations are necessary, the District Finance
Department will facilitate negotiations with the highest-scoring vendor, and then the next highest-scoring
vendor as necessary until a Contract is awarded. The District reserves the right to seek Best and Final Offers
from vendors if appropriate.
CANCELLATION/REJECTION OF PROPOSALS
A solicitation may be canceled, or all proposals may be rejected, at any time, if it is determined in writing that
such action is in the best interest of the District. Grounds for the rejection of proposals include but shall not be
limited to:
a. Failure of a proposal to conform to the essential requirements of the solicitation.
b. Submitting a proposal which does not conform to the specifications contained or referenced in the
solicitation.
c. Submitting a proposal imposing conditions which would modify the terms and conditions of the
solicitation or limit the Offeror's liability to the Board on the contract awarded on the basis of such
solicitation.
d. Submitting a proposal determined by the District Finance Department in writing to be unreasonable as
to price.
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