ATTACHMENT F - Shuttle Tram RFP Mandatory Requirements Checklist (1).xlsx
XLSX spreadsheet 17 KB Posted
- Solicitation number
- RFP 235 2400000156 2
- Issued by
- Bath County, Kentucky
About this file
This is a Mandatory Requirements Checklist for RFP 235 240000156 issued by the Kentucky State Fair Board for shuttle tram services. The RFP solicits proposals for equipment operators and vehicles in various sizes and capacities capable of operating on multiple terrains including grass, gravel, and public roads. All vehicles must be ADA-compliant, new or new-like condition, equipped with weather protection, and staffed with appropriately scheduled personnel to utilize straight time rates only. Proposals must be submitted electronically through the Commonwealth eProcurement System as a single proposal per offeror, with all required attachments included. Technical proposals must be submitted in a single Microsoft Word, Excel, or PDF document with a two-page executive summary limit and detailed response addressing mandatory requirements in Sections 30.1 through 30.5, including equipment specifications with pictures and quantity availability. All submitted proposals must remain valid for a minimum of six months after the proposal due date.
Vendors must provide primary liability insurance with policy limits of $1,000,000 per occurrence covering the Kentucky State Fair Board and lessee, along with Workers Compensation and Employers Liability insurance at Kentucky statutory limits, with certificates of insurance delivered within thirty days of contract award and annually upon renewal. Cost proposals must be submitted separately on Attachment C and exclude federal excise tax and Kentucky sales or use tax, as the KSFB is tax-exempt. Vendors must also identify any sponsorship opportunities for cash or in-kind services to KSFB managed properties and events. Foreign entities must provide a certificate of authority from the Kentucky Secretary of State or proposals will be deemed non-responsive. The contractor is solely responsible for contract performance whether subcontractors are used, and any deviations from solicitation requirements must be specifically identified in the transmittal letter to avoid non-responsive determination.
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Other files
| File | Type | Posted |
|---|---|---|
| Final_RFP_235_2400000156_2_SO_FORM.PDF | ||
| Final_RFP_235_2400000156_1_SO_FORM.PDF | ||
| Attachment E Equipment List.xlsx | XLSX spreadsheet | |
| Attachment C Cost Proposal.docx | DOCX document | |
| Attachment D - How to Respond to Online Bid through Kentucky Vendor Self Service.pdf | ||
| ATTACHMENT B - Vendors' Question Form.xlsx | XLSX spreadsheet |
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Text version
Sheet1 Kentucky State Fair Board Shuttle Tram RFP
RFP 235 240000156
| ATTACHMENT F MANDATORY REQUIREMENTS CHECKLIST | ||
| Offeror shall indicate compliance with each mandatory requirement by responding YES. Proposals that do not meet all mandatory requirements shall be deemed non responsive and shall not be considered. Attachment F must be submitted with the Technical Proposal. | ||
| YES | NO | |
| SECTION 30 MANDATORY REQUIREMENTS | ||
| Section 30.1 The vendor shall be required to propose eqipment with operators in various sizes and capcity types. Vehicles must be able to drive on various terrains (grass, gravel, etc.) including public roads. Vehicles Must be ADA compliant. Must have a low load height for ease of loading passengers.The vehicles must be new or in a new-like condition and must be clean and sanitary while in use for KSFB. Vehicles must have weather protectant on them to keep everyone safe and dry from the weather. Vendor must schedule staff appropriately so only straight time rates will apply. | ||
| Section 30.2 Vendor agrees to provide, at its own expense, primary liability insurance covering all claims for damages that occur while equipment or services are being provided, by a company certified to do business in the State of Kentucky, insuring both the Lessee and the Board, with policy limits of $1,000,000 per occurrence to insure against any and all claims associated with or arising out of a final Agreement.Vendor shall deliver a certificate of liability insurance to the KSFB Purchasing Department within thirty (30) days after award of contract, reflecting this coverage. Each year the contract is renewed the vendor must deliver a new certificate of liability insurance within thirty (30) days of the renewal date. It shall be the successful bidder’s responsibility to always maintain this insurance coverage and to notify the KSFB Purchasing Department of any changes/additions which may occur. Vendor shall have Workers Compensation and Employers Liability insurance policy with Kentucky statutory limits for workers compensation for all employees. | ||
| Section 30.5 The Contractor shall be solely responsible for the performance of the entire Contract whether subcontractors are used. | ||
| SECTION 40 MANDATORY REQUIREMENTS | ||
| Section 40.1 Each qualified offeror shall submit only one (1) proposal. Alternate proposals shall not be allowed. | ||
| Section 40.2 Proposals must be received by electronic submission in the eProcurement system. |
The electronic proposal must be authorized by the proper agent of the firm by the act of submitting it electronically through the eProcurement system. Proposal information MUST be completed online. Response must contain all required information for the Solicitation. All attachments must be completed and attached to the solicitation response as per the instructions in How To Submit an Online Response. All bidders MUST be registered in the Commonwealth eProcurement System
| Section 40.3a All bidders MUST be registered in the Commonwealth eProcurement System All attachments must be added to the response per step 5 (Add Attachments)on page 12 of the instructions on How to Submit an Online Response. | |
| Attachments may not exceed 65,000 KB | |
| Section 40.3 (1) | Proposals must be submitted electronically in the eProcurement System: (See Attachment D How to Respond to an Online Bid through the Kentucky Vendor Self Service site). |
| Section 40.3 1 a.The Technical Proposal shall be submitted on one (1) document marked Technical (in Microsoft Word, Microsoft Excel or PDF format ONLY) and attached to the submission response. The document shall be named in the following manner: Technical – Name of offeror RFP number. | |
| Section 40.3 1 b. | The Attachments, if any, shall be submitted on separate attachments and named in the following manner: |
Attachment Letter (B, C, etc) - Name of Attachment Section 40.3 1 c The Cost Proposal shall be submitted on one (1) document marked Cost (in Microsoft Word, Microsoft Excel or PDF format ONLY) attached to the solicitation response. The document should be named in the following manner:
Cost – Name of offeror RFP number Section 40.3 1 d. Any Proprietary Information shall be submitted on one (1) document marked Proprietary (in Microsoft Word, Microsoft Excel or PDF format ONLY) attached to the solicitation response. The document should be named in the following manner:
Proprietary – Name of offeror RFP number Section 40.3 1 Pricing shall only be provided in the Cost Proposal. DO NOT INCLUDE ANY PRICING INFORMATION IN THE TECHNICAL PROPOSAL.
Your proposal will be deemed non-responsive if any pricing information is included in the technical proposal.
All submitted Technical and Cost Proposals shall remain valid for a minimum of six (6) months after the proposal due date.
| Section 40.4A The transmittal letter should be on the Vendor’s letterhead and signed by an agent authorized to bind the Vendor and should be attached to the Technical Proposal. The transmittal letter should include the following: | |||
| Section 40.4A 1 1. | A statement that deviations, if applicable. Proposed deviations must be outlined in the Transmittal Letter. | ||
| (Any deviations from the provisions of the Solicitation must be specifically identified by the vendor in its proposal, which if successful, shall become part of the Contract. Such deviations shall not conflict with the basic nature of Technical and Cost requirements of this Solicitation. Deviations must be outlined in the Transmittal Letter. The KSFB reserves the right to reject any and/or all deviations in whole or in part. Proposals that take exception/deviations to procurement requirements may be deemed non-responsive.) i. | The name, address, telephone number, fax number, and email address of the contact person for this RFP; and ii. | The name, address, telephone number, fax number and email address of the contact person to serve as a point of contact for day-to-day operations; and iii. | Subcontractor information to include name of company, address, telephone number and contact name, if applicable |
| Section 40.5 Response should be based on requirements in Section 30.1 – 30.5 of this RFP. The responses and all attachments that are to be completed must be attached to their solicitation submission and must include the following: | |||
| 1. | Executive Summary: An Executive Summary of the proposed Technical approach. Two (2) page limit. Summary should highlight the major features of the proposal. An evaluator should be able to determine the essence of the proposal by reading the executive summary. Vendor that doesn’t include an executive summary, or exceeds the two (2) page limit, will be deemed nonresponsive. | ||
| 2. | Detailed Response: The Response should provide an approach to the mandatory requirements and shall also include: | ||
| a. | Detailed Response Solution including minimum requirements of Section 30.1 – 30.5. | ||
| b. | Vendor is to list the equipment they can provide and the quantity that they would have available at any time, including pictures of equipment. Vendors should propose equipment for transporting different capacities of patrons. Attachment E and any supporting pictures are to be attached to the proposal submitted or it could be deemed non-responsive. Value added: This is the proposers’ opportunity to highlight, in summary format, recommendations, innovations, practices, business strategies that distinguishes them from their competitors: include at a minimum: -Experience with venues/facilities and/or events, provide a description of services: -Management structure: - Ideas, concepts, and innovative approaches. |
DO NOT INCLUDE ANY COST IN THE TECHNICAL RESPONSE. COST SHOULD BE SUBMITTED SEPERATELY Any mandatory documents not attached to the submitted proposal w cause their proposal to be deemed nonresponsive.
Section 40.6 The vendor must provide its costs for the proposed solution on Attachment C (Cost Proposal Form) and attach it to the solicitation submission document.
Vendor shall also include Sponsorship Opportunities on this form (Attachment C) that include any sponsorships for cash or in-kind service value to the KSFB managed properties and “in house” shows such as the Kentucky State Fair, North American International Livestock Exposition, or the National Farm Machinery Show and any other event as needed.
The KSFB is Tax Exempt. Do not include Federal Excise Tax, Kentucky Sales or Use Tax in proposed costs. Costs for developing the proposals are solely the responsibility of the offerors. The KSFB shall not provide any reimbursement for such costs.
A proposal shall not be considered for award if the price in the proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other offeror or with any competitor. In addition, the offeror is prohibited from making multiple proposals in a different form.
Section 40.7 Pursuant to KRS 45A.480(1)(b), an agency, department, office, or political subdivision of the Commonwealth of Kentucky shall not award a state contract to a person that is a foreign entity is required by KRS 14A.9-010 to obtain a certificate of authority to transact business in the Commonwealth (“certificate”) from the Secretary of State, therefore, foreign entities must submit a copy of their certificate with their solicitation response or it will be considered non-responsive.
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