Draft_RFP_235_2600000369_3_SO_FORM.PDF

Document ID: RFP 235 2600000369 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Modification: Yes Version #: 3

TITLE: Kentucky State Fair Board Entertainment Manager

Date Issued:

03/20/2026 Record Date:

Solicitation Closes Date:

04/10/2026 Time:

15:00

Solicitation No:

RFP 235 2600000369

Reason for Modification to add Administration Language

Online Bidding Prohibited: No For Information Call:

Tim Wiard 502-367-5245

Bid Receiving Location:

Bid Receiving

See Terms & Conditions for Bid Submission Instructions

Other KY

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFP 235 2600000369 Page: 2

Line Items

Commodity Group: Default

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 Event Manager

Comm Code Comm Description Manufacturer Model # Manuf Part #

96171 Talent Agency Services

Extended Description See Terms for Detailed Job Description

Shipping Information Kentucky Fair & Exposition Center Shipping and Receiving 937 Phillips Lane

Louisville KY 40209

Billing Information Kentucky Exposition Center Accounts Payable PO Box 37130

Louisville KY 40233

Document ID: RFP 235 2600000369 Page: 3

Submission Checklist

The following items will be required to be submitted with bid:

Item Bid Information-Completed Proposed Technical Solution. Submit electronically by Closing Date & Time.

Proposed Cost Solution. Submit electronically by Closing Date & Time.

Experience Form

ELECTRONIC BID SUBMISSION

Bid responses shall be received by electronic submission in the eProcurement system.

An electronic bid shall be authorized by the proper agent of the firm by the act of submitting it electronically through the eProcurement system.

Bid information MUST be completed online. Response must contain all required information for the Solicitation.

A separate Bid Sheet is attached and must be included with the response. Bidders MUST enter $.01 in the Unit Price field as the electronic bid. This is the ONLY pricing that is to be entered electronically. All actual pricing must be on the Bid Sheet.

All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService Allow 24 – 48 hours to complete Vendor Registration. Vendors must be logged in to their Vendor Self Service (VSS) account in order to submit a response. Registrations completed the day of bid closing must be completed by the Vendor in the VSS portal. The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/time of the bid closing. Vendor Self Registration Guides are provided at: https:// finance.ky.gov/eProcurement/Pages/default.aspx

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload impediments shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged. If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-HELP (4357).

Online bid responses must be in an “Accepted” status and shall be assigned a date and time stamp from the eProcurement system at the time of final acceptance and formal submission by the vendor. The system will not allow submission of an online response after the published date and time for closing.

An offer may be modified or withdrawn by electronic or written notice ONLY if received prior to the bid closing date and time. An electronic offer may be modified by applying the appropriate electronic signature and following the procedure in the vendor self service website.

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2600000369 Draft Kentucky State Fair Board Entertainment Manager Total Pages: 14

ATTACHMENT A

Kentucky Venues Kentucky State Fair Board Request for Proposal (RFP)

For Official Entertainment Manager

RFP 235 2600000369

Release Date: 03/20/2026

CLOSING DATE AND TIME 04/10/2026, at 3:00pm EST

Issued by The Kentucky State Fair Board (KSFB)

Buyer Name Tim Wiard

Kentucky State Fair Board Kentucky Exposition Center

937 Phillips Ln Purchasing Department

LOUISVILLE KY 40209

502-367-5245 tim.wiard@kyvenues.com

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REQUEST FOR PROPOSAL FOR

PERSONAL SERVICE CONTRACT

Kentucky State Fair Board (KSFB) Kentucky State Fair Entertainment Manager RFP 2600000369

This document constitutes a Request for Proposals for a Personal Service Contract from qualified individuals and organizations to furnish those services as described herein for the KSFB.

A contract, based on this RFP, may or may not be awarded. Any contract award from this RFP is invalid until properly approved and executed and filed with the Legislative Research Commission, Government Contract Review Committee.

1.00 Purpose and Background

The KSFB annually produces and presents the eleven-day Kentucky State Fair, which includes free concert entertainment attractions, and may include paid concerts in the future. The entertainment manager books the entertainment, negotiates contract terms with entertainers and their managers or agents, review all contracts resulting from those negotiations, and then produces the actual performances during the Kentucky State Fair itself.

2.00 Scope of Work

The Kentucky State Fair Entertainment manager will be responsible to book the entertainment, negotiate contract terms with entertainers and their managers or agents, review all contracts resulting from those negotiations, and then produce the actual performances at the Kentucky Exposition Center during the Kentucky State Fair. All negotiations would be within parameters set by the Board or its representative, and the actual entertainment contracts must be approved and signed by the President and CEO of the KSFB or his designee.

Producing the actual stage performances will include coordinating each show’s needs, such as security, stagehands, sound and lighting service, catering and transportation. To make sure that all Procurement rules and regulations are followed this position will involve using the KSFB’s Purchasing Department to procure any items or services required to produce these events. In managing the stage productions, it will be the offerors responsibility, to provide any personnel assistance that may be required. The contract period would encompass the book of the acts for the current Fair, negotiation and review of contracts, productions of actual performances at the current Fair, and the preparations for the booking of the acts and negotiations of contracts for the following years’ Fair.

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3.00 Evaluation Criteria

The KSFB shall evaluate the proposals by assigning scores in the categories according to established technical criteria. Scoring shall be based on the consensus scoring method.

The KSFB will evaluate the proposals based on the following evaluation factors:

Previous Experience 350 Points Possible Vendor to complete Attachment E Previous Experience in booking entertainment acts, managing stage productions and negotiating contracts for state fairs, festivals, or other mass entertainment events. Must list events, actual job description, name of a contact person to verify information and the dates of service for acts.

Vendor use Attachment C and submit it with their proposal.

Personal Qualification and Expertise 250 Points Possible Personal qualifications and expertise that the offeror would bring to the position of Entertainment Manager for the Kentucky State Fair. Bidder to attach a Resume detailing their qualifications.

Cost Proposal Scoring Criteria:

Best Total Cost 400 Points Possible

Vendor to complete Attachment C (Cost Proposal Form) for proposed costs per year of the contract. The offeror must agree that he will receive no other compensation from the artists for these services. Any expected expenses for reimbursement should be itemized separately on the cost proposal form. This form must be included with the proposal.

The KSFB shall conduct a comprehensive, fair, and impartial evaluation of all proposals. The KSFB may reject any proposal that is incomplete or in which there are significant inconsistencies or inaccuracies. The KSFB reserves the right to reject all proposals.

The KSFB has established a Proposal Evaluation Committee to review, evaluate and verify information submitted by the offeror.

Each vendor is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each vendor the maximum score based on the available data submitted by the vendor.

The KSFB shall evaluate the proposals by assigning scores as indicated.

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Technical Proposal Evaluation

Technical Evaluation Criteria

Points Possible

Previous Experience in booking entertainment acts, managing stage productions and negotiating contracts for state fairs, festivals, or other mass entertainment events. Must list events, actual job description, name of a contact person to verify information and the dates of service for acts. Vendor use Attachment A and submit it with their proposal.

350 Points

Personal qualifications and expertise that the offeror would bring to the position of Entertainment Manager for the Kentucky State Fair. Bidder to attach a Resume detailing their qualifications.

250 Points

Maximum Points Possible 600 Points

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Cost Proposal Evaluation

Cost Proposal Criteria Maximum Points Possible

Vendor to complete Attachment C (Cost Proposal Form) for proposed costs per year of the contract.

The offeror must agree that he will receive no other compensation from the artists for these services. Any expected expenses for

400 Points reimbursement should be itemized separately on the cost proposal form. This form must be included with the proposal.

Maximum Points Possible 400 Points

Total Proposal Evaluation

Criteria Maximum Points Possible

Technical Proposal 600 Points

Cost Proposal 400 Points

MAXIMUM POINTS POSSIBLE

1000 Points

4.00 Schedule of RFP Activities

The following schedule presents the major activities associated with the RFP distribution, written questions and proposal submission. The KSFB reserves the right at its sole discretion to change the Schedule of Activities, including the associated dates and times.

Release of RFP 03/20/26

Written Questions due by: 3:00 PM 03/27/26

Anticipated KSFB’s Response to Written Questions 04/03/26

Proposals Due by: 3:00 PM 04/10/26

*NOTE: ALL TIME REFERENCES ARE TO THE EASTERN TIME ZONE.

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5.00 Point of Contact

The Agency Contact named below shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular mail, express mail or electronic mail), concerning this procurement shall be addressed to:

Tim Wiard

937 Phillips Lane 502 367 5245 Tim.Wiard@kyvenues.com

From the issue date of this RFP until a Contractor(s) is selected and the selection is announced; Offerors shall not communicate with any other KSFB staff concerning this RFP.

6.00 Q u e s t i o n s Regarding this RFP

Questions must be submitted in writing to the Agency Contact on Attachment B (Vendor question Form) to the Buyer via email at tim.wiard@kyvenues.com. No questions shall be accepted after the date(s) listed in Section 4 unless the question(s) is considered material to the procurement. KSFB shall respond to salient questions by issuing an addendum to the solicitation. It will be posted to the Kentucky Vendor Self Service site https://vss.ky.gov/vssprod-ext/Advantage4 .

7.00 Proposal Submission

Each qualified Offeror shall submit only one (1) proposal. Alternate proposals shall not be allowed.

7.10 Electronic Proposal Submission

Proposal information MUST be completed online (See Attachment F How to Respond to an Online Bid through the Kentucky Vendor Self Service site). Response must contain all required information for the Solicitation. All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at: https://vss.ky.gov .

Allow 24 – 48 hours to complete Vendor Registration. Vendors must be logged in to their Vendor Self Service (VSS) account in order to submit a response. Registrations completed on the day of bid closing must be completed by the Vendor in the VSS portal. The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/time of the bid closing.

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload impediments shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged.

Instructions “How to Submit an Online Response for a Business Opportunity” are posted to Kentucky’s

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2600000369 Draft Kentucky State Fair Board Entertainment Manager Total Pages: 14 mailto:Tim.Wiard@kyvenues.com mailto:tim.wiard@kyvenues.com https://vss.ky.gov/vssprod-ext/Advantage4 https://vss.ky.gov/

Vendor Self Service, https://vss.ky.gov . If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-HELP (4357).

Proposals shall be submitted in two (2) parts: The Technical Proposal, the Cost Proposal. Each part shall consist of one document attachment. Do not submit multiple document attachments as Technical, Cost. All files shall be labeled accordingly. Attachments may not exceed 65,000 KB.

Proposals submitted online must be in an “Accepted” status and shall be assigned a date and time stamp from the eProcurement system at the time of final acceptance and formal submission by the vendor. The system will not allow submission of an online proposal after the published date and time for closing.

A proposal may be modified or withdrawn by electronic or written notice ONLY if received prior to the bid closing date and time. An electronic offer may be modified by applying the appropriate electronic signature and following the procedure in the state’s eProcurement signature.

Failure to specifically acknowledge addenda will not excuse the vendor from adhering to all changes to the requirements of the solicitation set forth therein nor provide justification for any pricing changes.

All submitted technical and cost proposals shall remain valid for a minimum of six (6) months after the proposal due date.

All proposals must be received no later than close time and date.

Pricing shall only be provided in the Cost Proposal. DO NOT SUBMIT ANY PRICING

INFORMATION 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.

8.1 Proposal Evaluation The KSFB shall conduct a comprehensive, fair, and impartial evaluation of all proposals. The KSFB may reject any proposal that is incomplete or in which there are significant inconsistencies or inaccuracies. The KSFB reserves the right to reject all proposals.

8.2 Technical Proposal Evaluation

The KSFB will evaluate the proposal based on the technical portion of the Evaluation Criteria. Each Offeror is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each vendor the maximum score based on the available data submitted by the Offeror.

Past Offeror Performance may be considered in the award of this Contract. Offerors with a record of poor performance in the last twelve (12) months may be found non-responsible and ineligible for award.

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2600000369 Draft Kentucky State Fair Board Entertainment Manager Total Pages: 14 mailto:Finance.CRCGroup@ky.gov

8.20 Cost Proposal Evaluation

The KSFB will evaluate the proposal based on the cost portion of the Evaluation Criteria. Offeror shall only provide cost on the attached Cost Proposal Form (Attachment C) ; otherwise, the proposal may be deemed non-responsive.

8.30 Right to Reject/Waiver of Minor Irregularities

The KSFB reserves the right at its discretion to reject all offers. The KSFB also reserves the right at its discretion to waive informalities and minor irregularities in offers received.

8.40 Clarification of Proposals

The KSFB reserves the right at its discretion to request additional information as may reasonably be required for selection and to reject any proposals for failure to provide additional information on a timely basis.

The KSFB reserves the right to conduct discussions with any Offeror who has submitted a proposal to determine the Offeror’s qualifications for further consideration. Such discussions shall not disclose any information derived from proposals submitted by other Offerors.

8.50 Best and Final Offers

The KSFB reserves the right at its discretion to request a Best and Final Offer (BAFO) for technical and/or cost proposals. Offerors are cautioned to propose their best possible offers at the outset of the process, as there is no guarantee that any Offeror will be allowed an opportunity to submit a Best and Final technical and/or cost offer.

The KSFB shall have the right to use all system ideas, or adaptations of those ideas, contained in any proposal received in response to this RFP. Selection or rejections of the proposal will not affect this right.

8.60 Negotiation

After conducting the evaluation to determine the best proposal received, the KSFB reserves the right to negotiate a fair and reasonable compensation based on the pricing submitted in the Offeror’s proposal. If the negotiations fail to reach an agreement on a fair and reasonable compensation rate, the KSFB reserves the right to proceed to the next highest ranked proposal. Other terms and conditions relating to the technical and/ or cost proposals may be negotiated at the sole discretion of the KSFB.

8.65 Best Interests of the KSFB

The KSFB will rank all proposals in the manner set forth in the Evaluation Criteria. However, the KSFB reserves the right to reject any or all proposals in whole or in part before, during, or after negotiation based on the best interests of the KSFB.

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CONTRACT AWARD, TERMS, AND CONDITIONS

9.00 Notification of Award

To view the award of contract(s), including the contractor(s) receiving the award(s) for this solicitation, access the Kentucky Vendor Self Service Site at:

https://vss.ky.gov

Offerors can search for the solicitation title or number in the keyword search field or filter their search for only awarded solicitations by clicking on “Advanced Search” and changing the status to “awarded.” The award(s) information can be accessed by clicking on the details button of the solicitation and clicking the “Notice of Award” tab. It is the Offeror’s responsibility to review this information in a timely fashion. No other notification of the results of an Award of Contract will be provided to unsuccessful Offerors.

9.10 Beginning of Work

This Contract is not effective and binding until filed with the Legislative Research Commission’s Government Contract Review Committee. The Contractor shall not commence any billable work until a valid Contract has been fully executed. This Contract, including the components referenced in Section 10.20, shall represent the entire agreement between the parties. Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon this Contract.

9.20 Contract Components and Order of Precedence

The KSFB’s acceptance of the Contractor’s offer in response to the Solicitation, indicated by the issuance of a Contract Award, shall create a valid contract between the Parties consisting of the following:

1. Procurement Statutes, Regulations and Policies

2. Any written Agreement between the Parties.

3. Any Addenda to the Solicitation.

4. The Solicitation and all attachments

5. Any Best and Final Offer.

6. Any clarifications concerning the Contractor’s proposal in response to the

Solicitation.

7. The Contractor’s proposal in response to the Solicitation.

In the event of any conflict between or among the provisions contained in the Contract, the order of precedence shall be as enumerated above.

9.30 Contract Term and Renewal Option

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The initial term of the Contract is anticipated to be from July 1, 2026 through June 30. 2028. This agreement is not effective until the Contract has been filed with the Legislative Research Commission, Government Contract Review Committee.

The KSFB reserves the right to renew this contract for up to two (2) additional two (2) year periods.

Renewal shall be subject to prior approval from the the LRC Government Contract Review Committee in accordance with KRS 45A.695 and KRS 45A.705.

9.40 Changes and Modifications to the Contract

Pursuant to 200 KAR 5:311, no modification or change of any provision in the Contract shall be made, or construed to have been made, unless such modification is mutually agreed to in writing by the Contractor and the KSFB, and incorporated as a written amendment prior to the effective date of such modification or change.

Modification shall be subject to prior approval from the LRC Government Contract Review Committee.

Memoranda of Understanding, written clarification, and/or other correspondence shall not be construed as amendments to the Contract.

9.50 Notices

Unless otherwise instructed, all notices, consents, and other communications required and/or permitted by the Contract shall be in writing. After the award of the Contract, all communications of a contractual or legal nature are to be made to the Agency Contact.

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