DRAFT-24-xxRFP_Interior_Landscaping_and_Holiday_Install_(RTF).docx

KENTON COUNTY AIRPORT BOARD

REQUEST FOR PROPOSAL

GATE MANAGEMENT SYSTEM (GMS) (#24-XXRFP)

REQUEST FOR PROPOSAL

(#24-XXRFP)

Interior Landscaping and Seasonal Decorations

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

IMPORTANT: Proposals must be received no later than 2:00 p.m. Eastern Time (ET) on Thursday, May 28st, 2026

RFP # 24-XXRFP DATE ISSUED: _Month Day, Year

Pursuant to the provisions of KRS 424.260, the Kenton County Airport Board (“KCAB”) will receive proposals for Interior Landscaping and Seasonal Decorations at the Cincinnati/Northern Kentucky Int’l Airport (“CVG”). Proposals must be received by Thursday, May 21st, 2026 at 2:00 p.m. ET. No proposals will be accepted after that time unless such date or time is extended pursuant to an addendum issued by KCAB.

A pre-proposal meeting will be held virtually on xxxx, 2026 at 02:00 p.m. ET. Please RSVP by xxxx, 2026 through KCAB’s online bidding system which can be accessed at http://www.cvgairport.com/bids under “OpenGov Registration & Login”. Select Invitation #24-??RFP and provide the name of the person(s) attending.

KCAB reserves the right to waive any informality or irregularity in any proposal or bid guaranty, to reject any or all proposals, to award or refrain from awarding a contract for the work, and to negotiate with the apparent qualified responsible proposer to such extent as may be beneficial to KCAB.

Preference for Kentucky resident bidders will be applied in accordance with Kentucky law.

KCAB in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

Further information and copies of the Request for Proposal (RFP) may be downloaded from http://www.cvgairport.com/bids - PlanetBids & New Vendor Registration.

KENTON COUNTY AIRPORT BOARD

Lawrence Kraueter, Chief Executive Officer

CINCINNATI/NORTHERN KENTUCKY INTERNATIONAL AIRPORT

Hebron, Kentucky 41048

SCHEDULE OF EVENTS

KCAB reserves the right to modify or alter the schedule of events to such extent as may be beneficial to KCAB.

SECTION A - GENERAL INFORMATION & PROPOSAL INSTRUCTIONS

A.2 SUBMISSION OF PROPOSALS

Responses to this RFP must be submitted electronically through KCAB’s online bidding system which can be accessed at http://www.cvgairport.com/bids under “OpenGov Procurement”. Select the project titled Interior Landscaping and Holiday Install invitation #24-??RFP) and follow the instructions for submittal. The completed and signed proposal (together with all required attachments) must be transmitted and received in the system no later than November 17th at 2:00 p.m. Eastern Time (ET). Proposers should allow for sufficient time to upload and transmit all required information. Proposer is solely responsible to ensure its submission is transmitted prior to the due date and time. KCAB will not accept submissions after the due date and time and is not responsible for any error in transmission including but not limited to power outage, internet connectivity, unauthorized access, etc.

Individual submittals will not be read in public or available for public inspection until after an award determination has been made.

A.3 RFP QUESTIONS

KCAB is not bound by and proposers may not request or rely on any oral interpretation or clarification of this RFP. Therefore any questions regarding this RFP are encouraged and should be submitted electronically using the Q&A tab of this RFP on KCAB’s online bidding system, which can be accessed at http://www.cvgairport.com/bids under “OpenGov Procurement”.

Questions received on or before the Deadline to Submit Questions in the Schedule of Events will be posted on the Q&A tab of this RFP on the bidding system per the Schedule of Events. Answers to questions from any proposer will be available to all proposers.

All communications regarding this solicitation must only be through the Contract and Procurement Administration Department. No communication is to be directed to any other KCAB personnel unless otherwise instructed by the Contract and Procurement Administration Department. Failure to comply may result in the disqualification of proposer’s submittal.

A.4 ADDENDA

In the event it becomes necessary to revise, change, modify or cancel this RFP or to provide additional information, addenda will be issued to all recipients of this RFP.

A.5 SCOPE OF SERVICES/GENERAL REQUIREMENTS/MINIMUM QUALIFICATIONS

KCAB is soliciting proposals from vendors who can provide experienced execution of interior landscaping and seasonal decoration for a multi unit public space. The successful proposer(s) (“Contractor”) may choose to propose on all or any of the items listed in this RFP and must successfully perform the following:

A.5.1 Interior Landscaping- The purpose of interior landscaping at CVG is to create an aesthetically pleasing space for those using the facilities on a daily basis. The plant concept should complement and enhance the visual appeal of the passenger facilities while not detracting from the functional aspects.

A.5.1.1 Interior Landscape Objectives – To provide an appropriate interior plant solution and design plan for the airport environment, incorporating a variety of plants in well-designed groupings that are aesthetically in keeping with the architectural and interior design of the space. Careful consideration must be given to passenger flow, way finding line of sight and above all else, safety.

· Contractor must provide a design plan that creates a unique sense of place while recognizing the need to maintain operational efficiency.

A.5.1.2 Services to be provided –

· Contractor must design, install and maintain all interior landscapes, including poinsettias.

· Contractor must provide all plants, labor, materials, supplies, tools and equipment (ladders, lifts, etc.) to perform the plant installation and maintenance in the Main Terminal, Concourse A and CVG Centre to ensure the continued health, appearance and longevity of the displayed plants during the life of the contract. Contractor must delivery poinsettias during the scheduled holiday installation the Terminal and CVG Centre.

· Due to safety restrictions only KCAB staff members may operate a lift in Concourse B. Should the use of a lift be necessary in Concourse B, KCAB will provide a 33’ scissor lift and an operator. Contractor must coordinate with KCAB’s Facilities Maintenance Department at least 7 days in advance.

· The Contractor must develop and maintain a plant master plan to include plant description, quantity and date installed or replaced.

5.1.3 Routine Maintenance – Contractor must provide maintenance on a weekly basis and must include those services that ensure the proper health of the plants and encourage growth, good color and adequate root development. Services include, but are not limited to, watering, misting, fertilizing, spraying, cleaning, dusting, replacement of potting materials/fillers and plant replacement in accordance with sound horticulture practice. The Contractor must maintain the plants in a healthy, vigorous and attractive condition.

• Contractor must present plant areas in a well-groomed appearance at all times. All planters and planted areas must be free of all paper, gum, bottles, trash and other discarded materials. Contractor must dress and maintain surface soil areas of planters with use of fresh Spanish moss or similar covering material that meets normal commercial standards for interior plantings.

• The Contractor must rotate containers as required to properly expose all sides of the plant to sunlight, depending on species, to promote even growth.

• All planted areas (planters) must show no signs of excess dryness. Contractor must check all areas for moisture content on a regular basis.

· Contractor must ensure all areas receive the proper amount of water based on the type of plants provided.

· Contractor must keep all areas free of fallen leaves. The Contractor must remove all clippings, trimmings, cuttings, trash, excess soil and debris from the floor and planter areas.

A.5.1.4 Contractor must present plants in a neat, well-maintained appearance free of dust, and provide unobstructed access to seating and pedestrian areas at all times.

A.5.1.5 Locations to be considered - Contractor must develop a plan for interior landscaping for the areas identified below which represent the areas of CVG with the most significant amount of passenger traffic. Firms are encouraged to be creative with their designs to maximize the aesthetic impact on the passenger. The areas to be considered include, but are not limited to the following:

· Administration Offices at 77 Comair Blvd – Lobby

· Administration Offices at 77 Comair Blvd – 2nd Floor

· Main Terminal – Ticketing Level

· Main Terminal – Baggage Claim Level

· Main Terminal - Welcome Point

· Consolidated Rental Car Facility- all floors and corridor to Main Terminal

· Concourse A – Hub area, central corridor to all east and west gates.

· Concourse B – Hub area, central corridor to all east and west gates.

· FIS (Customs)- bag claim area post-passport control, bag reclaim/re-check area.

· Visit https://www.cvgairport.com/terminal-information/airport-tour/ for a virtual tour of the Terminal and Concourse areas A.5.1.5 Work hours will depend on the nature and location of the installation. Hours by area are:

· Administration Offices 9 a.m. – 5 p.m.

· Main Terminal - Ticketing 8 a.m. – 4 p.m.

· Main Terminal – Baggage Claim 8 a.m. – 4 p.m.

· Main Terminal - Welcome Point 8 a.m. – 4 p.m.

· Concourse A 8 a.m. – 4 p.m.

· Concourse B 8 a.m. – 4 p.m.

· Consolidated Rental Car Facility- 8 a.m. – 4 p.m.

· FIS (Customs)- 8 a.m. – 1 p.m.

A.5.2 SEASONAL DECORATIONS

· The purpose of the seasonal decoration program at CVG is to create an aesthetically pleasing and festive space for the thousands of passengers utilizing CVG on a daily basis. The holiday travel season can be a stressful time for many passengers who rarely fly. It can also be stressful due to the increased likelihood of inclement weather which may force travelers to spend more time than anticipated in the airport.

· KCAB has a rich tradition of decorating the public spaces to create a warm and inviting environment which brings the Midwestern charm to life. KCAB is committed to continue to provide CVG passengers with seasonal decorations which complement and enhance the visual appeal of the passenger facilities while not detracting from the functional aspects. Careful consideration must be given to passenger flow, wayfinding, line of sight and above all else, safety. Therefore, it may be necessary for installation to occur during off-peak (overnight) hours. The successful proposer (“Contractor”) must provide a warm and festive seasonal decoration plan that creates a unique sense of place while recognizing the need to maintain operational efficiency.

A.5.2.1 Services to be provided – Contractor must design, provide, install, maintain, and remove all holiday decorations. Contractor must supply all equipment (ladders, lifts, etc.) required for installation in the Main Terminal, Concourse A, Concourse B and CVG Centre. The use of such equipment will be in accordance with all applicable safety regulations and floor-weight bearing zones as provided by KCAB.

A.5.2.2 Minimum Locations to be considered - The holiday decorations will be installed in the areas described below (5.2.2.b).

· Main Terminal, Concourse A, Concourse B, Consolidated Rental Car Facility (Interior) and connecting corridor to Main Terminal, Federal Inspection Services area (post-passport clearance), CVG Centre lobby, veranda and L2 office space. Visit https://www.cvgairport.com/terminal-information/airport-tour/ for a virtual tour of the Terminal and Concourse areas.

A.5.2.2.a Exterior decorations – Contractor must develop a plan for exterior decorations including garlands, wreaths, lighting features and other decorations for the areas adjacent to the primary public access road in the terminal area. In previous years, decorations, string lights and accent lighting were installed on the Entry Sign, trees, fencing and building structures. Firms are encouraged to be creative with their designs to maximize the aesthetic impact on the passenger.

A.5.2.2.b Interior decorations – Contractor must develop a plan for interior decorations to include lighting features/drapery from the ceiling to utilize the vertical space, as well as trees, garland and wreaths for the areas identified below which represent the areas of CVG with the most significant amount of passenger traffic. As with the exterior decorations, firms are encouraged to be creative with their designs to maximize the aesthetic impact on the passenger. Special consideration should be given to the following areas:

· Administration Offices at 77 Comair Blvd – Lobby

· Administration Offices at 77 Comair Blvd – 2nd Floor

· Main Terminal – Ticketing Level

· Main Terminal – Baggage Claim Level

· Main Terminal - Welcome Point

· Consolidated Rental Car Facility- all floors and corridor to Main Terminal

· Concourse A – Hub area, central corridor to all east and west gates.

· Concourse B – Hub area, central corridor to all east and west gates.

· FIS (Customs)- bag claim area post-passport control, bag reclaim/re-check area.

A.5.2.3 Contractor work hours by area are:

· Exterior 8 p.m. - 4 a.m.

· Administration Offices 9 a.m. – 5 p.m.

· Main Terminal - Ticketing 8 p.m. – 4 a.m.

· Main Terminal – Baggage Claim 12 a.m. – 6 a.m.

· Main Terminal - Welcome Point 24 hrs

· Concourse A 8 p.m. – 4 a.m.

· Concourse B 8 p.m. – 4 a.m.

· Consolidated Rental Car Facility- 8 p.m. – 4 a.m.

· FIS (Customs)- 8 a.m. – 1 p.m.

· Contractor must complete installation by the morning of the third Thursday of November each year of the contract term.

· Contractor must complete removal of decorations by morning of January 12th each year of the contract term.

A.6 PROPOSAL REQUIREMENTS

Proposals must include the information identified in this section and be presented in the order provided. Proposals must not exceed 20 single sided pages and must be typewritten, using a 10-point font (minimum), on a standard 8 ½ inch by 11 inch page format with consecutive page numbers on each page. Section dividers, tabs, and cover sheets do not count toward the page limit.

A.6.1 Cover Letter Include a cover letter which serves to introduce the proposer (or team) and highlights the overall approach philosophy. This should include the name, address, and telephone number of the primary company representative(s) to be contacted regarding your response. The cover letter does not count toward the page limit.

A.6.2 Contractor Qualifications Discuss proposer’s qualifications, resources, and expertise available to provide the services outlined in this RFP. Discuss the proposer’s experience with other organizations, including the number of years’ experience providing services of a similar scope and type contemplated by this RFP.

A.6.3 Approach to Assignment Identify the approach and methods for completing the work and any issues to consider in the planning and scheduling process. Include a description of how your company chooses the decorations and landscape elements.

Provide a detailed drawing showing the proposed installation for each scope.

Develop and present a proposed seasonal installation schedule to complete all services contemplated in this RFP. Based on your proposed schedule indicate the number of staff your firm intends to utilize for installation and removal of each area. This information is necessary for security escorting purposes.

Develop and present a proposed installation and maintenance schedule to complete all services contemplated in this RFP for interior landscaping, scenting, and living wall. Based on your proposed schedule indicate the number of staff your firm intends to utilize for installation and maintenance of each area. This information is necessary for security escorting purposes.

The proposal may also address, based upon your previous experience, additional services you feel may be necessary, desirable, or applicable.

A.6.4 Proposed Key Personnel Indicate the primary person who would be responsible for KCAB’s account. Outline the roles, relevant experience and specific responsibilities of all key personnel who would work on the account.

A.6.5 References References must be provided for at least four related assignments for each scope of work included in your proposal. Two of the related assignments must have involved the proposed project leader. Include a summary of the services provided, the approximate date the services were provided, and the contact name, title, email address and phone number.

A.6.6 Proposed Fees & Rates- Provide a detailed pricing schedule that reflects a “not to exceed” amount for Year 1 for each scope included in your proposal. Pricing schedule must reflect the price per area for each scope. Include a separate break out price for installation, maintenance, and removal.

A.6.7 A separate section that states in writing all exceptions to this RFP or sample contract attached. Exceptions should list referencing page and paragraph numbers. If no exceptions are taken, the proposal must include a statement that the bidder takes “No Exceptions”.

A.6.8 Copy of proposer’s certificate(s) of insurance showing proof of required coverages and limits listed in this RFP and attached proposed agreement.

A.6.9 Completed applicable proposer residence form.

A.7 KENTUCKY OPEN RECORDS ACT

Each proposer must specifically identify any portion of its proposal which it deems confidential, or which contains proprietary information, patents, copyrights or trade secrets. Proposer should provide justification of what material should not be disclosed, upon request, by KCAB to a third party. All documents received by KCAB are subject to general inspection under the provisions of Kentucky Revised Statutes Chapter 61.870 et seq, the “Kentucky Open Records Act”, subject to very narrow exceptions. These statutes may require disclosure of documents a proposer deems confidential. KCAB may otherwise use or disclose the data submitted by each proposer for any purpose, unless such data is so identified as confidential or proprietary by the proposer. The proposer’s opinion of proprietary information is not binding upon KCAB.

A.8 EVALUATION CRITERIA

The selection of the type of service contractor will be based on a judgment evaluation of several key elements in the proposals submitted. In alphabetical order, these include but are not limited to:

• Approach to creating a sense of season/place with minimal impact to passenger flow;

• Costs related to components both individually and combined;

• Qualification of the firm and its primary staff;

• Quality of firm’s work including competitive pricing, demonstrated creativity and reputation;

• Time frames for completion of installation

Following review of the proposals, KCAB may invite certain proposers to formally meet with KCAB representatives the week of xxxx, 2026 if necessary.

A.9 ACCEPTANCE PERIOD

Proposals in response to this RFP must indicate it is valid for a period no less than ninety (90) days from the closing date.

A.10 AWARD

A.10.1 KCAB intends to award a contract or contracts resulting from this solicitation to the responsible proposer(s) whose proposal represents the best value after evaluation in accordance with the criteria included in this RFP.

A.10.2 KCAB reserves the right to waive any informality or irregularity in any proposal or bid guaranty, to reject any or all proposals, to award or refrain from awarding a contract for the work, and to negotiate with the apparent qualified responsible proposer to such extent as may be beneficial to KCAB.

A.10.3 KCAB intends to evaluate proposals and may award a contract without discussions with proposers. Therefore, the proposer’s initial proposal should contain the proposer’s best terms from a cost or price and technical standpoint.

A.10.4 KCAB reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit cost or prices offered.

A.10.5 KCAB reserves the right to make multiple awards if, after considering the proposals submitted, it is in KCAB’s best interest to do so.

A.10.6 The successful proposer will be required to enter into a contract substantially in the form of the contract attached to this RFP and incorporated by reference. All proposers are required to note any exception(s) to the attached contract and are required to specifically state the exception(s) and the reason(s) for the exception(s). No exceptions will be recognized to the Government Clauses section of the proposed contract. If no exceptions to the contract are included in the proposer’s response, the proposer is expected to execute the contract in the form set forth herein. Final acceptance of a proposal and contract is contingent upon reaching a mutually satisfactory agreement regarding noted exceptions. If an acceptable and timely agreement is not reached, KCAB reserves the right to disqualify the proposer and to reevaluate the remaining proposals. KCAB reserves the right to refuse to negotiate with a successful proposer on any item not specifically excepted in its submittal.

A.10.7 KCAB will have the right, at its sole election, to alter the specifications and/or frequencies of services required and tailor the contract price to said change (increase or decrease).

A.10.8 The term of the agreement will be for five (5) years with the options of five (5) one-year extensions thereafter.

A.11 PERFORMANCE AND PAYMENT

A.11.1 The successful proposer shall issue an invoice on a monthly basis for work performed the previous month along with supporting data. KCAB will pay submitted invoices on a net 30 basis subject to the terms of the attached agreement.

A.12 BONDS AND SURETIES (If a Bid Bond is not requested include compensable damages language)

A.12.1 Bid Bond: Each proposal must be accompanied by a bid surety in the form of a bid bond, payable to KCAB in the amount of ten percent (10%) of the proposed annual contract amount. Bonding companies must be rated at least “A” by the latest edition of Best Insurance Reports. Bid surety is forfeited to KCAB if the successful proposer fails to execute a contract within thirty (30) days after notification of award of contract.

A.12.2 Performance Bond: The successful proposer shall furnish a performance bond to KCAB by a surety company duly authorized to do business in the Commonwealth of Kentucky in the amount of one hundred percent (100%) of the annual contract amount. The performance bond furnished by the successful proposer must be executed by the owner, a general partner or, if a corporation, the secretary's signature and the seal of the corporation must be affixed. This bond must remain in effect for the length of the agreement. The agent of the surety must exhibit certificate or license showing legal rights of the surety to do business in the Commonwealth of Kentucky.

A.12.3 Payment Bond: The successful proposer shall furnish a payment bond to KCAB by a surety company duly authorized to do business in the Commonwealth of Kentucky in the amount of one hundred percent (100%) of the annual contract amount. The payment bond furnished by the successful proposer must be executed by the owner, a general partner or, if a corporation, the secretary's signature and the seal of the corporation must be affixed. This bond must remain in effect for the length of the agreement. The agent of the surety must exhibit certificate or license showing legal rights of the surety to do business in the Commonwealth of Kentucky.

A.13 BADGES AND KEYS

A.13.1 Contractor shall badge a sufficient number of employees to satisfactorily complete its obligations under this contract regardless of circumstances. This will require a background check made through a fingerprint process. When determining the number of employees to badge, Contractor must consider absent employees due to illness, vacation, employment termination, or other reasons, emergency/on call situations, and supervisors who need access for inspection/supervision visits.

A.13.2 Contractor is responsible for the cost of badging. The current fee for identification badges is $44.00 per badge for the badge, security threat assessment, and for fingerprinting.

A.13.3 Contractor shall return all badges upon expiration or termination of the contract whichever is earlier. Additionally, Contractor shall immediately return an employee’s badge when that employee is no longer employed by Contractor. Contractor shall pay $100.00 per badge for each badge not returned within ninety (90) days from the date the Contractor is required to return the badge(s).

A.13.4 Contractor is responsible for all keys or badges issued to Contractor’s employees. Such keys or badges may not be duplicated. Contractor shall return any or all keys or access cards to KCAB when requested by KCAB. If the loss of keys or access cards requires changing the combination of locks or changing other access equipment, the cost of such labor and material may be charged to Contractor at the discretion of KCAB. Replacement of lost or damaged keys or badges will be provided at Contractor’s expense. Any fines or civil penalties assessed to KCAB caused by Contractor negligence is the responsibility of Contractor.

A.13.5 Badge replacement is at the sole discretion of KCAB. A $100.00 fee will be assessed per lost badge. In the event a Contractor’s employee loses a second badge, the Contractor shall pay $200.00. If a third badge is lost, the badge will only be renewed with permission of the Airport Security Coordinator and the Contractor shall pay $300.00.

A.13.6 If necessary, KCAB will provide initial supply of keys after receipt of a $500.00 deposit from Contractor. In the event Contractor loses or duplicates a key(s), KCAB will charge the cost of rekeying the lock(s) of the corresponding area against the $500.00 deposit. Contractor shall be responsible for the full cost of rekeying if Contractor loses or duplicates a key. Any funds remaining of this $500.00 deposit upon termination of the contract will be returned to contractor upon KCAB’s receipt of all keys.

A.14 RECORDS/FINANCIALS

In submitting proposals on any item to be purchased by KCAB, the proposer hereby agrees to make available any and all records, books of account, correspondence, or other information reasonably necessary to enable KCAB or its designated agents to investigate the responsibility of the proposer in terms of its financial status, capacity to produce, sources of supply, performance record in the business or industry, and any other matter reasonably related to the proposer’s probable ability to perform adequately under a contract if it is awarded to the proposer.

A.15 GRATUITIES AND KICKBACKS

It is a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding of application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore.

It is a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime vendor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

In the event that any gratuities or kickbacks are offered or tendered to any KCAB employee, the proposal shall be disqualified and shall not be reinstated.

A.16 NON-COLLUSIVE VENDOR CERTIFICATION

By the submission of this proposal, the proposer certifies that:

A.16.1 The proposal has been arrived at by the proposer independently and has been submitted without collusion with any other vendor.

A.16.2 The contents of the proposal have not been communicated by the proposer, or, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the proposer or its surety on any bond furnished herewith, and will not be communicated to any such person prior to the official opening of the proposal.

A.16.3 No proposer may submit more than one proposal for this purchase. It shall be the responsibility of each proposer to obtain the prior written permission of KCAB before proposal opening in every situation in which the proposer, due to corporate association or other affiliation, may be found to be impermissibly associated with another vendor. Failure to observe this requirement could result in all such affiliated proposals being rejected.

A.17 RFP CONDITIONS AND PROVISIONS

The terms and conditions of this request for proposal (RFP) include all general and special conditions as enumerated herein.

All participating proposers agree to comply with all of the conditions, requirements and instructions of this RFP as stated or implied herein. Any alteration, erasure or interlineation by the proposer in this proposal constitutes cause for rejection by KCAB. Should KCAB omit anything from this RFP which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the proposer shall notify the Contract and Procurement Administration Department prior to the deadline for question submissions as per the time and date shown in the Schedule of Events.

Typographical errors in entering quotations on this proposal may result in the disqualification of this proposal.

All proposers are required to complete all information requested in this proposal. Failure to do so may result in the disqualification of proposal.

Unit price for each item must be shown for the unit of measurement indicated. In case of error in extension of prices, the unit price governs.

Each proposer shall fully acquaint and familiarize themselves with the conditions as they exist and the character of the operations to be carried on under the proposed contract, and make such investigations as the proposer may see fit so that the proposer shall fully understand the facilities, physical conditions and restrictions associated with the services.

The successful proposer shall comply with all of the specifications, terms and conditions of this RFP.

KCAB is not liable for any costs incurred by proposer in the preparation of proposals or for any work performed in connection therein.

A.18 ELECTRONIC SIGNATURES

By submitting a proposal, the proposer consents to its use and acceptance of electronic signatures to execute any awarded contract and associated agreements. Proposer agrees to be bound by electronic signatures to the same legal effect and extent as if manually signed. KCAB expects the successful proposer will execute any awarded contract using KCAB’s electronic signature service unless the proposer includes an exception with its proposal signifying its desire to sign manually. Included with the proposal, proposers must identify the following information regarding the person with full authority to legally bind proposer and sign agreements on its behalf:

PROPOSED AGREEMENT

CONTRACT BETWEEN

KENTON COUNTY AIRPORT BOARD

AND

This contract (“Contract”) is between the Kenton County Airport Board (“KCAB”), owner and operator of the Cincinnati/Northern Kentucky International Airport (”CVG”), located in Boone County, Kentucky and ____________________________ (“Contractor”), a [home state] [limited liability company/corporation/partnership/etc] authorized to do business in the Commonwealth of Kentucky, with business offices located at ___________________________.

1. SCOPE OF SERVICES

Contractor must furnish work and services as specifically assigned by KCAB including the furnishing of labor, material, equipment, personnel, supervision, tools, and all other items and facilities necessary to _________________at CVG. The work and services are described further in the Invitation to Bid (#xx-xx) and the Contractor’s response to same which are incorporated in their entirety by reference, and portions of both are attached as Exhibit A. Contractor must provide the work and services consistent with this Contract and the provisions set forth on Exhibit A. When there is a conflict in the terms of the Contract and Exhibit A, the terms of this Contract prevail.

2. TERM

This Contract is effective as of ____________, 202_, and continues until ____________, 202_, unless terminated earlier pursuant to this Contract. KCAB in its sole discretion may renew the agreement for ______ one-year periods.

3. PAYMENT AND REIMBURSEMENT

A. KCAB agrees to pay Contractor for the work and services performed by Contractor on a [time and materials / lump sum] basis an amount not to exceed $_________________, based on the [rates / fee] in Exhibit A. This amount is payable by KCAB upon satisfactory completion of the work and services by Contractor.

B. Contractor must submit an invoice to KCAB no more than once per month for payment for work and services completed the previous month. The invoice must contain a detailed description of the work and services performed by Contractor including a list of the materials and services performed by Contractor along with the corresponding [quantities and rates / percentage complete]. Subject to the provisions set forth in this Contract, KCAB must pay Contractor the amount in Contractor’s invoice on or before 30 days from the receipt of the invoice by KCAB. If KCAB does not approve Contractor’s invoice, KCAB must pay an amount it deems owing to Contractor and give Contractor written notice of why the approval is not given.

C. In addition to any other rights and remedies available to KCAB, in the event the Contractor has incurred any liability to KCAB, whether Contractor’s liability is liquidated or unliquidated, present or future, accrued or contingent, whether arising from or under this Contract or otherwise, and whether liability is based in contract, tort or otherwise, KCAB may without notice to Contractor set off any amount of liability against any liability of KCAB to Contractor arising from or under this Contract.

4. LAWS AND ORDINANCES

This Contract is governed by and interpreted according to the laws of the Commonwealth of Kentucky. Contractor must comply with all present and future laws, regulations, advisory circulars, and Rules and Regulations of KCAB. KCAB and Contractor agree that any legal or equitable action for claims, debts or obligations arising out of or related to this Contract must be brought solely in the Circuit Court of Boone County, Kentucky or United States District Court for the Eastern District of Kentucky, Covington Division, and that either Court has personal jurisdiction over the parties and venue of the action is appropriate and proper in each Court.

5. ASSIGNMENT

Contractor may not sublet, subcontract, assign, or transfer any work under this Contract without the express written consent of KCAB. Any subletting, subcontracting, assignment, or transfer of any work under this Contract is expressly made subject to all terms, conditions, or provisions of this Contract. In the event a subcontractor is approved, Contractor is responsible for payment directly to the subcontractor(s) for the work performed by the approved subcontractor(s) unless otherwise specifically approved in writing by KCAB.

6. TERMINATION

A. KCAB may immediately terminate this Contract upon written notice at any time, without forfeiture, waiver or release of any rights of KCAB: i) upon default or breach by the Contractor; ii) for Contractor’s non-observance or non-compliance with any of the terms and conditions of this Contract; or, iii) if KCAB determines, in KCAB's reasonable discretion, the services rendered, or work performed by Contractor is unsatisfactory in any way. Upon notice of the termination, Contractor must immediately cease or cause to be ceased all services or work under this Contract.

B. For any cause, or for no cause, KCAB may terminate this Contract at any time upon thirty (30) days’ written notice to Contractor of the termination. Contractor must cease or cause to be ceased all services or work under this Contract on the date of termination.

C. Contractor must invoice and be paid for only those services rendered and work performed through the date of termination, which are reasonably satisfactory to KCAB. Contractor is not relieved of liability to KCAB for damages sustained by KCAB by reason of any breach or default by Contractor and KCAB may withhold any payments to Contractor to set off damages sustained by KCAB.

D. Contractor has the right to terminate this Contract only for substantial failure of KCAB to perform in accordance with the terms of this Contract.

7. LIABILITY, INDEMNITY AND INSURANCE

A. Notice. Each party must give prompt and timely written notice to the other party of any claim made or suit instituted coming to its knowledge which in any way directly or indirectly, contingently, or otherwise, affects or might affect either, and each has the right to participate in the defense of the same to the extent of its own interest.

B. Hold Harmless. Contractor must protect, defend, indemnify, and hold KCAB and its directors, officers, employees, agents, servants, and representatives harmless from and against any and all liabilities, demands, suits, claims, losses, fines, causes of action, costs, damages, expenses, or judgments arising by reason of the injury or death of any person or damage to any property, or other damages, including all reasonable costs of investigation and defense thereof (including, but not limited to, attorney’s fees, court costs, and expert fees) arising out of the acts or omissions of Contractor, Contractor’s officers, employees, agents, contractors, subcontractors, suppliers, licensees. or invitees regardless of where the injury, death or damage may occur; unless the injury, death, or damage is caused by the sole negligence of KCAB, its directors, officers, or employees. Upon the filing of any claim with KCAB for damages arising out of incidents for which Contractor is required to hold KCAB harmless, then and in that event, KCAB or its agents or representatives must give Contractor written notice of the claim. Upon receipt of notice, Contractor is responsible for settling, compromising, or defending against the claim. Contractor must acknowledge receipt of the claim in writing notifying KCAB and the agent or representative giving the written notice of Contractor’s intent to handle the claim within 10 days of delivery of the notice. If Contractor does not respond within the 10-day period, then the Contractor is responsible for, and must promptly pay all costs and fees, including reasonable attorney’s fees and expert’s fees incurred by KCAB because of Contractor’s failure to respond and handle the claim in accordance with the terms in this Contract. KCAB has the right to defend against any claim and if KCAB elects to do so, Contractor is responsible for KCAB’s legal fees, costs, and expenses in addition to any resulting liability. Any final judgment rendered against KCAB for any cause for which Contractor is liable in this Contract is conclusive against Contractor as to liability and amount, where the time for appeal has expired. The provisions of this paragraph survive the expiration or termination of this Contract.

C. In addition to Contractor’s undertaking, as stated above, and as a means of further protecting KCAB, its directors, officers, agents, servants, representatives, and employees, Contractor must, at all times during the term of this Contract, carry the following insurance coverage:

1. Commercial General Liability and Umbrella Liability Insurance:

a. Contractor, at its expense, must procure and maintain commercial general liability (CGL) and, if necessary, commercial umbrella insurance with a limit of not less than $2,000,000 each occurrence. If the CGL insurance contains a general aggregate limit, it must apply separately to operations under this Contract.

b. If Contractor performs work or services under this Contract on the aircraft ramps, taxiways, or runways of CVG, Contractor, at its expense, must procure and maintain CGL and, if necessary, commercial umbrella insurance with a limit of not less than $10,000,000 each occurrence. If the CGL insurance contains a general aggregate limit, it must apply separately to operations under this Contract.

c. If Contractor operates motor vehicles or mobile equipment unescorted on the aircraft ramps, taxiways, or runways of CVG, Contractor, at its expense, must procure and maintain CGL and, if necessary, commercial umbrella insurance with a limit of not less than $10,000,000 each occurrence. If the CGL insurance contains a general aggregate limit, it must apply separately to operations under this Contract.

d. CGL insurance must be written on Insurance Services Office (“ISO”) occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and include coverage arising from, but not limited to: premises, operations, contractors, subcontractors, consultants, products, completed operations, property damage, personal injury, death, advertising injury, and liability assumed under an insured contract.

2. Automobile and Umbrella Liability Insurance:

a. If Contractor uses motor vehicles at CVG, Contractor must, at its expense, procure and maintain automobile liability insurance and, if necessary, commercial umbrella insurance with a limit of not less than $2,000,000 each accident. This insurance must cover liability arising out of any auto (including owned, hired and non-owned autos) while at CVG. Automobile liability insurance must be written on ISO form CA 00 01, CA 00 12, CA 00 20 (or a substitute form providing equivalent coverage).

b. If Contractor performs work or services under this Contract on the aircraft ramps, taxiways, or runways of CVG, Contractor, at its expense, must procure and maintain automobile liability insurance and, if necessary, commercial umbrella insurance with a limit of not less than $10,000,000 each accident. If necessary, the policy must be endorsed to provide contractual liability coverage equivalent to that provided in CA 00 01.

c. If Contractor operates motor vehicles unescorted on the aircraft ramps, taxiways, or runways of CVG, Contractor, at its expense, must procure and maintain automobile liability insurance and, if necessary, commercial umbrella insurance with a limit of not less than $10,000,000 each accident. If necessary, the policy must be endorsed to provide contractual liability coverage equivalent to that provided in CA 00 01.

3. Workers’ Compensation and Employer’s Liability Coverage: Contractor must, at its expense, procure and maintain a Kentucky workers’ compensation insurance policy. Contractor must, at its expense, procure and maintain an employer’s liability insurance policy if required under the laws of the Commonwealth of Kentucky and if required the commercial umbrella and/or employer’s liability limits must not be less than $1,000,000 each accident for bodily injury by accident and $1,000,000 each employee for bodily injury by disease.

4. Unemployment Insurance: Contractor, at its expense, must procure and maintain statutory unemployment insurance protection for all its employees.

5. Contractor agrees that the required insurance is not intended to limit the Contractor’s liability in the event the Contractor is deemed to be negligent in causing bodily injury or property damage during the course of its operation.

D. Additional Insured: Contractor must include the Kenton County Airport Board as an insured under the CGL, using ISO additional insured endorsement CG 20 10 or substitute form providing equivalent coverage, and under the commercial umbrella, if any. This insurance applies as primary insurance with respect to any other insurance or self-insurance programs afforded to the Kenton County Airport Board. There may be no endorsements or modifications of the CGL to make it excess over other available insurance; alternatively, if the CGL states that it is excess or pro-rata, that policy must be endorsed to be primary with respect to the Kenton County Airport Board as additional insured. Contractor must also include the Kenton County Airport Board as an insured under the commercial auto policy, using ISO designated insured endorsement CA 20 48. KCAB is not liable for any premiums charged for this coverage, and the inclusion of KCAB as additional insured is not intended to and does not make KCAB a partner or joint venture with Contractor in Contractor’s operations at CVG.

E. Cross Liability Coverage: Contractor agrees that all insurance policies contain cross liability coverage as provided under standard ISO forms’ separation of insured clause.

F. Subcontractors: Contractor must cause each subcontractor to purchase and maintain insurance of the type specified under this Contract and cause each subcontractor to include KCAB as an insured according to section 7.D. When requested by KCAB, Contractor must furnish copies of certificates of insurance coverage for each subcontractor.

G. Right to Amend Insurance: KCAB has the right to change the insurance coverage and the insurance limits required of the Contractor when it is determined to be necessary by KCAB, provided that KCAB must provide Contractor with thirty (30) days advance notice. KCAB is not responsible for any increased costs associated with a change.

H. Proof of Insurance: Prior to execution of the Contract, Contractor must furnish KCAB with certificates evidencing existence of valid policies of insurance with the coverages specified, including evidence of Kentucky worker’s compensation insurance, and naming KCAB additional insured. These certificates must state that the coverages may not be amended so as to decrease the protection below the limits specified or be subject to cancellation without at least thirty (30) calendar days’ advance written notice to KCAB. A renewal policy or renewal certificate must be delivered to KCAB's Risk Manager at least thirty (30) calendar days prior to a policy’s expiration date, except for any policy expiring on or after the expiration date of this Contract.

I. Failure to Maintain Insurance: If at any time Contractor fails to have in effect the insurance required under the provisions of this Contract, upon written notice to the Contractor of its intention to do so, KCAB has the right (but not the obligation) to secure the insurance required at the cost and expense of the Contractor. If at any time the Contractor fails to furnish KCAB with the certificate or certificates required, KCAB may, at any time, after fifteen (15) calendar days’ written notice to Contractor of its intention to do so, secure the required certificate or certificates at the cost of the Contractor. Contractor agrees to reimburse KCAB for the costs to secure the insurance or certificates. This is without prejudice to any other right KCAB may have in law or equity, including the right to terminate this Contract.

J. Primary Insurance: Contractor’s insurance must be primary and non-contributory with respect to any other insurance available to or for the benefit of KCAB. Any KCAB insurance or self-insured retention is considered excess insurance only. Contractor’s insurance policies must contain a severability of interest clause.

K. Review of Insurance: All policies required must be satisfactory to KCAB including the quality of the insurer, deductible, or retentions. By requiring insurance, KCAB does not represent that coverage and limits will necessarily be adequate to protect Contractor, and the coverage limits are not a limitation on Contractor’s liability under the indemnities granted to KCAB under this Contract. Failure of KCAB to demand certificates or other evidence of full compliance with these insurance requirements or failure of KCAB to identify a deficiency from evidence that is provided is not considered to be a waiver of Contractor's or its subcontractors’ obligation to maintain the insurance.

L. Prohibiting Contractor's Access: KCAB has the right, but not the obligation, of prohibiting Contractor from entering the project site until the certificates or other evidence of insurance are in complete compliance with these requirements and approved by KCAB.

8. AUDITS

KCAB has the right, at reasonable times, to examine, copy, and audit all Contractor books and records related to this Contract. The Contractor must make its books and records available at reasonable times for audit by KCAB or its authorized agent or representative, and the Contractor must cooperate with any KCAB audit of these records.