Final_RFB_235_2300000594_1_SO_FORM.PDF

Document ID: RFB 235 2300000594 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Ribbons, Rosettes, Banners Etc for Ky. State Fair Board KSFB

Date Issued:

03/13/2023 Record Date:

03/13/2023

Solicitation Closes Date:

03/22/2023 Time:

13:00

Solicitation No:

RFB 235 2300000594

Online Bidding Prohibited: No For Information Call:

Saundra Allen 502-367-5240

Bid Receiving Location:

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: RFB 235 2300000594 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Flat Ribbons 2.5 inch x 12 inch 29095.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

08057 Ribbons and Rosettes (Awards)

Extended Description Made with a pointed top with event card eyeletted with metal eyelet, strung (knotted or looped) with cord to match ribbon color.

Emblem(s) and printing to be gold foil. Pinked bottom.

Ribbons to be printed with: one or two emblems, place/premium, name of department and current year, Kentucky State Fair - Louisville or other text as needed for different events

2 Badge Type Rosettes 1-3/4 inch x 3 inch 166.00000 EA

Extended Description Blue, two streamers One row of flutes to measure approximately 3.5 inches across with a minimum of 18 pleats.

White metal center approximately 2-1/4 inches in diameter with 1-1/4 inch numbers printed in blue in center.

Safety pin hook to be attached to back.

3 Rosettes 2.5 inch x 12 inch 1280.00000 EA

Extended Description 2 Streamers 2.5 inch x 12 inch Rosette top constructed with 2 rows of flutes.

Outside row approximately 5 inches across with a minimum of 40 pleats and the inside row approximately 4 inches across with a minimum of 33 pleats.

Center button covered with ribbon material and printed with emblem.

Printing of Gold foil.

Gold cord hanger with tassels on back of rosette.

One streamer to read: Kentucky State Fair 2023 Second Streamer to state name of award and other text as required for different events

Document ID: RFB 235 2300000594 Page: 3

4 Rosettes 2 inch x 10 inch 656.00000 EA

Extended Description 2 Streamers 2 inches x 10 inches Rosette top approximately 5 inches across fashioned with nine loops. Center button covered with ribbon material and printed with emblem.

Printing of gold foil.

Gold cord hanger with tassels on back of rosette.

One streamer to read: Kentucky State Fair 2023 Second streamer to state name of award and other text as required for different events.

5 Rosettes 2.5 inch x 12 inch 136.00000 EA

Extended Description 2 Streamers 2.5 inches x 12 inches. Rosette top constructed with 2 rows of flutes.

Outside row approximately 5 inches across with a minimum of 40 pleats and the inside row approximately 4 inches across with a minimum of 33 pleats.

Center button covered with ribbon material and printed with emblem.

Printing of Gold foil.

Gold cord hanger with tassels on back of rosette.

Streamers and outside row of pleats to be of solid colored satin faced ribbon. Inside row of flutes to be of gingham ribbon.

Solid colors required are red, white, and blue. Gingham colors required are red/white, black/white and blue/white.

One streamer to read: Name of Event Second Streamer to state name of award and other text as required for different events

6 Rosettes 2 inch x 12 inch 224.00000 EA

Extended Description 3 Streamers 2 inches x 12 inches. Rosette constructed with two rows of flutes.

Outside row approximately 5 inches across with a minimum of 40 pleats Inside row approximately 4 inches across with a minimum of 33 pleats.

Printing of text and/or emblems on all three streamers of gold foil.

Center button covered with ribbon material and printed with emblem.

Gold cord hanger with tassels on back of rosette.

Please note:

Items 1, 3, 4and 6 must be available in standard placement colors of blue, red, white, pink, yellow and green.

In addition items, 3, 4 and 6 must be available in gold, silver, bronze, royal, purple, lavender, orange and turquoise.

Approximately 30 of item 3 rosettes may be multiples of these colors.

Document ID: RFB 235 2300000594 Page: 4

Left streamer to read: Name of Event.

Center Streamer to Read: 4H/FFA Youth Show with 4H and FFA Emblems.

Right Streamer to state name of award and other text as required for different events

7 Special Horse Show Rosettes 2 inch x 12 inch 1425.00000 EA

Extended Description 3 Streamers 2 inches x 12 inches Rosette top constructed with two rows of flutes.

Quarter Horse Regular Classes Outside row to measure 5 inches across with a minimum of 55 pleats Inside row approximately 4 inches across with a minimum of 45 pleats.

Center button covered with ribbon material and printed with emblem.

A 3 Inch Bridle hook to be attached to the backs

8 Rosettes 2.5 inch x 24 inch 295.00000 EA

Extended Description 3 Streamers 2.5 inches x 24 inches Rosette top constructed with two rows of flutes.

Quarter Horse Halter and finals Outside row approximately 6 inches across with a minimum of 65 pleats Inside row approximately 4 inches across with a minimum of 45 pleats.

Center button covered with ribbon material and printed emblem.

A 3 inch Bridle hook to be attached to back

9 Rosettes 2.5 inch x 30 inch 630.00000 EA

Extended Description 3 Streamers 2.5 inches x 30 inches Gold Edge Trim WCHS Championship Classes Plus fourth overlay streamer 8 inches with V cut - gold edge trim.

Outside row to measure 7 inches across with a minimum of 75 pleats.

Middle row to measure 5.5 inches across with a minimum of 55 pleats.

Inside row to measure 4 inches across with a minimum of 45 pleats.

A 3 inch bridle hook to be attached to the backs.

Document ID: RFB 235 2300000594 Page: 5

10 Satin Banners 9 inch x 12 inch 12.00000 EA

35010 Banners, Pennants, and Decorative Fans, Drapes, and Pull Dow

Extended Description Satin Banners 9 x 12 inch

Unlined satin with screened block style lettering approximately 3/4 inch high naming award, year and event name and other text as required for different events

Balance of copy to be gold block style letters. Approximately 1/2 inches high.

To have a Varnished wooden cross bar on the top which should be approximately 3/8 inch in diameter to be suspended by gold braid loops.

Bottom of banner to be trimmed with an approximate 2 inch gold rayon fringe.

Sides to be trimmed with gold colored half inch thick braid.

Gold cord and tassels tied to and suspended from 3/8 inch varnished wooden bar.

Estimated quantity for the North American International Livestock Expo in November is 12

11 Felt Banners 15 inch x 24 inch 218.00000 EA

Felt Banners 15 x 24 inches

To be made of a 70/30 Wool Blend Felt with double stitched sewn on lettering.

Banner color royal, purple and gold. Approximately 2 banners will be lavender and gold.

The banners must be a 70/30 wool blend felt with sewn on double stitched yellow letters (70/30 wool blend felt) and a 2 inch yellow fringed bottom that is sewn on.

The letters are block style. The letters are to be double stitched and sewn onto banner with stitching to go completely around each letter. Approximately 1-1/2 inch to 2 inches high naming breed, year and Kentucky State Fair and other text as required for different events.

Each banner must have include a varnished solid wooden cross bar 3/4 inch in diameter, that is slipped through a solid sleeve sewn at the top of the banner.

Banners should include endcaps that are made of gold plastic and in the shape of an acorn. The end caps are to be securely attached so that they fit snug and will not fall off.

To be suspended by a yellow satin rope approximately 6 ft long with 2 inch end tassels and Yellow felt (70/30 wool blend felt) trim must be attached to the sides and top of each banner. The trim on each side should be a minimum of a half inch wide, double stitched on both sides, sewn on the banner and

Document ID: RFB 235 2300000594 Page: 6 does not wrap around the side of the banner.

Estimated quantity for the Ky State Fair in August is 218

12 Felt Banners 18 inch x 30 inch 83.00000 EA

Felt Banners 18 x 30 inch

To be made of a 70/30 Wool Blend Felt with double stitched lettering.

Banner colors royal, purple and gold.

The banners must be a 70/30 wool blend felt with sewn on double stitched yellow letters (70/30 wool blend felt) and a 2 inch yellow fringed bottom that is sewn on.

The letters are to be double stitched and sewn completely around each letter. The letters are block style. Approximately 1-1/2" to 2 inches high naming breed, year and Kentucky State Fair and other text as required for different events.

Each banner must have include a varnished solid wooden cross bar 3/4 inch in diameter, that is slipped through a solid sleeve sewn at the top of the banner.

Banners should include endcaps that are made of gold plastic and in the shape of an acorn. The end caps are to be securely attached so that they fit snug and will not fall off.

To be suspended by a yellow satin rope approximately 6 ft long with 2 inch end tassels and Yellow felt (70/30 wool blend felt) trim must be attached to the sides and top of each banner. The trim on each side should be a minimum of a half inch wide, double stitched on both sides, sewn on the banner and does not wrap around the side of the banner.

Estimated quantity needed for the Ky State Fair in August is 83

13 Satin Banners 18 inch x 24 inch 66.00000 EA

Satin Banners 18 x 24 inch

Unlined satin with screened block style lettering approximately 1-1/2 inch high naming award, year and event name and other text as required for different events.

Balance of copy to be block style letters approximately 1 inch high.

Must have a Varnished cross bar on the top which should be approximately 3/4 inch in diameter to be suspended by gold braid loops. Gold cord and tassels tied to and suspended from 3/8 inch varnished wooden bar.

Document ID: RFB 235 2300000594 Page: 7

Bottom of banner to be trimmed with an approximate 2 inch gold rayon fringe.

Sides to be trimmed with gold colored half inch thick braid.

Estimated quantity for Ky State Fair in August is 66

14 Set up Charges for Banners 100.00000 EA

Set up Charges for Banners

15 Exhibitor Number Cards 7.25 inches x 9.25 inches

2500.00000 EA

White Cardboard Rider Back Numbers for Horse Show with spring hook back (5 inch from top of number) for attaching to collar.

Size: 7.25 inches x 9.25 inches with 5 inch numbers.

4H Horse Show green ink (WCHS) Worlds Championship Horse Show, black ink Numbers to be printed bold with no white background showing through.

These cards must be made of heavy cardboard and meet managers approval.

16 Exhibitor Number Cards 8 inches x 7 inches 11600.00000 EA

Cards to be made of heavy card stock.

White front with black numbers and/or lettering.

Cards to be 8 inches high and 7 inches wide with approximately 5 inch high numerals.

Quarter Horse Show black ink The order will consist of groups of consecutively numbered exhibitor cards varying in amounts needed.

Estimated quantity for (KSF) Kentucky State Fair in August: 2000 Estimated quantity for the (NAILE) North American International Livestock Exposition in November: 9600

Document ID: RFB 235 2300000594 Page: 8

17 Exhibitor Number Cards 10 inches x 7 inches 12560.00000 EA

Cards to be made of heavy card stock.

White front with black numbers and/or lettering.

The word WEIGHT is to be printed at top of each card.

Cards to be 10 inches high x 7 inches wide.

Estimated quantity for (NAILE) North American International Livestock Exposition in November: 12,560

18 Arm Band Numbers 6 inches x 4 inches. 9200.00000 EA

Cards to be made of heavy white card stock with black numbers with an elastic band attached to slip over exhibitors arm.

Cards to be 6 inches wide x 4 inches high.

The order will consist of groups of consecutively numbered cards varying in amounts needed.

Estimated quantity for (NAILE) North American International Livestock Exposition in November: 9200

19 Rosettes 1.5 inch x 9 inch 12.00000 EA

Extended Description 2 Streamers Rosette top constructed of two rows of flutes.

Rosette top measures 4.75 inches across.

Center button covered with ribbon material and printed with emblem.

Printing of gold foil. Gold cord hanger with tassels on back of rosette.

Left streamer to read: Kentucky State Fair, current year and Country Ham Show Right Streamer to state nature of award.

Document ID: RFB 235 2300000594 Page: 9

20 Rosettes 2 inch x 24 inch 24.00000 EA

Extended Description 3 Streamers Rosette top constructed of three rows of flutes.

Rosette top measures 6.75 inches across.

Center button covered with ribbon material and printed with emblem.

Printing of gold foil. Gold cord hanger with tassels on back of rosette.

Left streamer to read: Kentucky State Fair, current year and Country Ham Show Right Streamer to state nature of award.

21 Rosettes 2.5 inches x 24 inches 1235.00000 EA

Extended Description 3 Streamers 2.5 inch x 24 inch Rosette Gold Edge Trim Plus Fourth overlay streamer 6 inches with V cut Gold Edge Trim.

Outside Row to measure 6 inches across with a minimum of 65 pleats.

Middle Row to measure 5.5 inches across with a minimum of 55 pleats.

Inside row to measure 4 inches across with a minimum of 45 pleats.

A 3 inch Bridle hook to be attached to the backs.

22 Satin Banner 12 X 18 18.00000 EA

Satin Banner 12 x 18 inch

Unlined satin with screened block style lettering approximately 1-1/2 inch high naming award, year and event name and other text as required for different events.

Balance of copy to be block style letters approximately 1 inch high.

Must have a Varnished cross bar on the top which should be approximately 3/8 inch in diameter to be suspended by gold braid loops.

Gold cord and tassels tied to and suspended from 3/8 inch varnished wooden bar.

Document ID: RFB 235 2300000594 Page: 10

Bottom of banner to be trimmed with an approximate 2 inch gold rayon fringe.

23 Rosettes 1.5 inch Fluted Satin Ribbon for

NAILE

1520.00000 EA

Extended Description Two rows of 1.5 inch fluted satin ribbon to provide a 5.5 inch diameter top with cloth covered buttons.

Metal bezels and imprinted in gold with the (NAILE) North American International Livestock Expo logo.

The rosette should have three 2 inch wide and 15 inch long imprint with gold lettering.

Lettering and colors for each set of rosettes will be furnished with order.

24 Double Eyelet Ribbons 3 inch x 12 inch for

NAILE

32500.00000 EA

Extended Description Double Style Ribbons with metal eyelet.

Ribbons are to be 3 inches x 12 inches (top) and 3.5 inches x 12 inches (bottom) with a 15 inch gold tassel cord.

Standard award colors for top ribbons (blue, red, white, pink) and the bottom ribbon should be light yellow.

Ribbons are to be imprinted in metallic gold with the (NAILE) North American International Livestock Expo logo and specified text.

25 Copy Changes for NAILE Rosettes and Ribbons

4750.00000 EA

Copy changes for (NAILE) North American International Livestock Exposition Rosettes and ribbons.

Document ID: RFB 235 2300000594 Page: 11

26 NAILE Felt Banner 15 inch x 24 inch 254.00000 EA

Extended Description Felt Banner 15 x 24 inch.

To be made of a 70/30 Wool Blend Felt with double stitched sewn on lettering.

Banner color purple and lavender. Approximately half of the banners will be lavender and the other half will be purple.

The banners must be a 70/30 wool blend felt with sewn on double stitched yellow letters (70/30 wool blend felt) and a 2 inch yellow fringed bottom that is sewn on.

The letters are block style. The letters are to be double stitched and sewn onto banner with stitching to go completely around each letter. Approximately 1-1/2 inch to 2 inches high.

Each banner must have include a varnished solid wooden cross bar 3/4 inch in diameter, that is slipped through a solid sleeve double stitched and sewn at the top of the banner.

Banners must include endcaps that are made of gold plastic and in the shape of an acorn (no other shape is acceptable). The end caps are to be securely attached so that they fit snug and will not fall off.

To be suspended by a yellow satin rope approximately 6 ft long with 2 inch end tassels and Yellow felt (70/30 wool blend felt) trim must be attached to the sides and top of each banner. The trim on each side should be a minimum of a half inch wide, double stitched on both sides, sewn on the banner and does not wrap around the side of the banner.

The initial order of banners will be for the North American International Livestock Expo.in November. Lettering on banners will include the following:

Class name, show name and 2023 North American International Livestock Exposition.

Estimated quantity to be ordered for the NAILE in November is 254.

27 NAILE Felt Banner 24 inch x 40 inch 202.00000 EA

Extended Description Felt Banners 24 x 40 inch To be made of a 70/30 Wool Blend Felt with double stitched sewn on lettering.

Banner color purple and lavender. Approximately half of the banners will be lavender and the other half will be purple.

The banners must be a 70/30 wool blend felt with sewn on double stitched yellow letters (70/30 wool blend felt) and a 2 inch yellow fringed bottom that is sewn on.

The letters are block style. The letters are to be double stitched and sewn onto banner with stitching to go completely around each letter. Approximately 1-1/2 inch to 2 inches high.

Each banner must have include a varnished solid wooden cross bar 3/4 inch in diameter, that is slipped through a solid sleeve double stitched and sewn at the top of the banner.

Document ID: RFB 235 2300000594 Page: 12

Banners must include endcaps that are made of gold plastic and in the shape of an acorn (no other shape is acceptable). The end caps are to be securely attached so that they fit snug and will not fall off.

To be suspended by a yellow satin rope approximately 6 ft long with 2 inch end tassels and Yellow felt (70/30 wool blend felt) trim must be attached to the sides and top of each banner. The trim on each side should be a minimum of a half inch wide, double stitched on both sides, sewn on the banner and does not wrap around the side of the banner.

The initial order of banners will be for the North American International Livestock Expo.in November. Lettering on banners will include the following:

Class name, show name and 2023 North American International Livestock Exposition.

Estimated quantity needed for the NAILE in November is 202.

28 Felt Letters to be Sewn on Felt Banner 4750.00000 EA

Extended Description Letters must be double stitched and must be stitched all the way around the entire letters. To be made of 70/30 Wool Blend same as the Banners

All items must match the exact specifications and samples may be requested from the awarded vendor and must be received by the KSFB within 7 days of request.

All items must be boxed with contents of box labeled. Each category item should be in its own box. All items should be packed to insure arrival in peak condition and ready for presentation.

See attachment A for additional information for all lines.

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: RFB 235 2300000594 Page: 13

Submission Checklist

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

Item Bid Information-Completed Must meet experience as defined in section 8 paragraph B

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. Vendor should enter prices on each commodity line. See the “How to Respond to Online Bid” instructions section 3 item 3 step 1.

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 at least 5-7 days before bid opening. 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.

How to submit an online bid instructions have been attached to the bid document.

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 state’s eProcurement signature.

Document Description Page 14

2300000594 Ribbons, Rosettes, Banners Etc for Ky. State Fair Board KSFB

Attachment A Kentucky State Fair Board

Request for Bid (RFB) For

Ribbons, Rosettes, Banners Etc.

RFB 235 2300000594

Release Date: March 13, 2023

Vendors Written Questions Due: March 17, 2023 at 10:00 am EST CLOSING DATE AND TIME March 22, 2023, at 1:00pm EST

Issued by

The Kentucky State Fair Board

Buyer Name Saundra Allen

Kentucky State Fair Board Kentucky Exposition Center

937 Phillips Ln Purchasing Department

LOUISVILLE KY 40209

(502) 367-5240 Saundra.allen@kyvenues.com

PLEASE READ THIS SOLICITATION AND ITS INSTRUCTIONS IN ITS ENTIRETY.

This is a Request for Bid (RFB).

Vendors shall comply with the terms and conditions stated in the solicitation.

Any efforts to negotiate these terms and conditions SHALL NOT be accepted and SHALL cause the bid to be deemed non-responsive.

All proposed pricing shall remain valid for a minimum of sixty (60) calendar days after the bid due date.

This Contract shall be awarded as Group All. Vendors shall bid all line items, otherwise bid shall be deemed non-responsive.

Solicitation Terms and Conditions

Section 1 Scope of Contract

Document Description Page 15

The Kentucky State Fair Board issues this solicitation to establish a Master Agreement for one year with an option to renew for four (4) additional one (1) year periods for: Ribbons Rosettes, Banners Etc.

Scope of Work/Technical Requirements

All vendors submitting a bid must be able to create all items to the exact specifications listed. All items must match the items received last year so that KSFB can utilize any excess inventory on hand. By submitting a bid the vendor acknowledges they can provide the items to these exact specifications. Sample pictures of all line items are attached to the solicitation. To request actual samples, please contact Nancy Monroe at 502-367-5191.

A sample could be requested, by the agency, before a contract could be issued.

Any and all quantities mentioned in this solicitation are purely estimates, and are not to be implied nor inferred as being guarantees. The KSFB is obligated to buy only that quantity needed during the term of the contract.

All items must be boxed with contents of box labeled. Each category item should be in its own box. All items should be packed to insure arrival in peak condition and ready for presentation.

Agency will try to send the order to the successful vendor for the Kentucky State Fair by April 1st of each year and by July 1st each year for the North American International Livestock Exposition.

Section 2 Bid Specifications (Requirements that include the words “Shall”, “Will”, “Must” indicate a mandatory requirement)

The agency is seeking a Master Agreement for ribbons, rosettes, arm bands, number cards and banners for the Kentucky State Fair (KSF) and the North American International Livestock Exposition (NAILE).

Section 3 Initial Contract Period The contract established from this solicitation shall be for the initial period of one (1) year from the date of award.

Section 4 Renewal Clause – Optional Renewal Period This contract may be extended at the completion of the initial contract period for four

(4) additional one (1)-year periods. This extension must have the written approval by all parties. If the contract resulting from this solicitation provides for an optional renewal period, the KSFB reserves the right to renegotiate any terms and/or conditions as may be necessary to meet requirements for the extended period. The vendor will be advised of any proposed revisions prior to the renewal periods. In the event proposed revisions cannot be agreed upon, either party shall have the right to withdraw without prejudice from either exercising the option or continuing the contract in an extended period.

Section 5 Exceptions to Specifications Vendors are cautioned that changes made to the solicitation other than in the designated fields for response shall render the response invalid and result in a nonresponsive bid. Otherwise, it will be considered that items/services offered are

Document Description Page 16 in strict compliance with these specifications, and the successful bidder shall be held responsible for delivering materials/services that meet these specifications.

Any exceptions shall be marked as such within the body of the bid and explained on a separate page. The KSFB is not bound to accept any exceptions.

Section 6 Signing Solicitation The vendor should complete the "Vendor" box on the face of the solicitation. An authorized representative of the vendor shall sign where indicated on the face of the solicitation. If the solicitation is not signed the proposal shall be deemed non-responsive.

Acknowledgment of Addenda It is the vendor's responsibility to check the web site for any modifications to this solicitation. Vendors are encouraged to acknowledge each addendum by signing and submitting the latest addendum with their response. However, signing the face of the solicitation as indicated above constitutes the vendor’s acknowledgement of and to be bound by the terms of all addenda issued.

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.

Section 7 Solicitation Submission Requirements Paper bids are NOT acceptable for this RFB and shall be considered non-responsive.

Vendor must attach all necessary documents as attachments to their bid response that is to be submitted electronically per the instructions included.

Section 8 Method of Award Best Value – Ranking Approach The KSFB intends to award a contract to the vendor, whose offer, conforming to the solicitation, is the most advantageous on the basis of "best value" for all products, services, and requirements contained herein.

Measurable Criteria:

Price: 100 Points Experience: Pass/Fail Total Points: 100 Points

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

A bidder shall submit one (1) response to a solicitation. Multiple or alternate bids offering more than one (1) bid price in total or by line item shall be rejected.

A. Price (100 points) The bidder with the lowest Price receives the maximum score. The bidder with the next lowest Price receives points by dividing the lowest combined total price by the next lowest price and multiplying that percentage by the available points. For example, eighty (80) points is allocated to the lowest combined total price criteria for this procurement, bidder “A” bids $30,000.00 as the lowest bidder and receives the maximum 100 points ($30,000/ $30,000 = 1.00 x 100

Document Description Page 17

= 100). Assume bidder “B” is the next lowest bidder at $40,000, then “B” receives 60 points ($30,000/ $40,000) = .75 x 100 = 75).

B. EXPERIENCE (Pass/Fail) It is very important that anyone submitting a bid must have at least ten (10) years experience in creating and supplying the Felt Banners for the North American International Livestock Exposition. These banners require professional quality workmanship. By submitting a bid the vendor is guaranteeing that they have the experience required for this bid. Vendors that do not have the minimum required experience required for these Felt Banners should not submit a bid. Vendors should enter the number of years’ experience they have with these items, on their bid response.

Past Vendor Performance may be considered in the award of this Contract. Vendors with a record of poor performance may be found non-responsible and ineligible for award.

Section 9 Tax Exempt Status Do not include Federal Excise Tax, Kentucky Sales or Use Tax in prices quoted in response to this solicitation.

Section 10 Basis of Price Revisions PRICE ADJUSTMENTS: Unless otherwise specified, the prices established by the contract resulting from this solicitation shall remain firm for the contract period subject to the following:

A: Price Increases: A vendor may request a price increase after twelve (12) months of the contract, which may be granted or denied by the KSFB. Any such price increase shall be based on industry wide price changes. The contract holder must request in writing a price increase at least thirty (30) days prior to the effective date, and shall provide justification that the price increase(s) is needed. The KSFB may request additional information or justification. If the price increase is denied, the contract holder may withdraw from the contract without prejudice upon written notice and approval by the KSFB. Provided, however, that the vendor must continue service, at the contract prices, until a new contract can be established (usually within sixty (60) days).

B: Price Decreases: The contract price shall be reduced to reflect any industry wide price decreases. The contract holder is required to furnish the KSFB with notice of any price decreases as soon as such decreases are available.

C: Extended Contract Periods: If the contract provides for an optional renewal period, a price adjustment may be granted at the time the contract is renewed, subject to price increase justification as required in Paragraph A “Price Increases” as stated above.

Section 11 Vendor Terms and Conditions Solicitation or quotation forms that are not in conformity with the terms and conditions of this solicitation or the KSFB may be deemed non-responsive. The KSFB shall not be bound by any part(s) of the bidder’s response to this solicitation that contains information, options, conditions, terms, or prices neither requested nor required in the solicitation. In the event of any conflicts between the specifications, terms and conditions indicated by the KSFB and those indicated by the contractor, those of the KSFB take precedence.

Document Description Page 18

The contract supersedes all bids or other prior agreements, oral or written, and all other communications between the parties relating to this subject.

Section 12 Post Contract Agreements The resulting contract shall constitute the entire agreement between the KSFB and awarded contractor. KSFB utilizing this contract will not be required to enter into nor sign further agreements, leases, company orders or other documents to complete or initiate the terms of a contract resulting from this solicitation or offer. Any such documents so obtained will be non-binding on the KSFB and will be cause for breach of contract.

Section 13 Equipment Unless otherwise indicated in the bid, it is understood and agreed that any item offered or shipped on this bid shall be new and the latest or current year model or be in first class condition. Any unit failing to meet the foregoing requirements shall be returned to the contractor, at their expense, and replaced with a new unit.

Section 14 Quantity Basis of Contract – Estimated Quantities Any and all quantities mentioned in this solicitation are purely estimates, and are not to be implied nor inferred as being guarantees. The KSFB is obligated to buy only that quantity needed by its agency during the term of the contract.

Section 15 FOB Basis of Shipment – Vendor Responsible Quotations of unit prices on this solicitation shall be F.O.B. Destination Freight Prepaid and Allowed. The vendor shall be fully responsible for all shipments and freight charges involved to the KSFB.

Section 16 Cancellation Clause – 30 Days Notice The KSFB may cancel the contract established from this solicitation by giving written notice thirty (30) days prior to effective cancellation date. In the event such action is taken, the contract shall be null and void upon receipt of a Modification from the KSFB canceling the contract.

Section 17 Exception to Required Use of Contract The establishment of this Master Agreement or Award Contract is not intended to preclude the use of similar products when requested by the KSFB. The KSFB reserves the right to contract for large requirements by using a separate solicitation.

Section 18 Service Performance All services performed under this contract, if applicable, shall be in accordance with the terms and provisions of the contract. It will be the KSFB’s responsibility to ensure that such services rendered are performed and are acceptable. The relationship between the KSFB and the Contractor is that of client and independent contractor. No agent, employee, or servant of the contractor or any of its subcontractors shall be or shall be deemed to be an employee, agent, or servant of KSFB for any reason. The contractor will be solely and entirely responsible for its acts and the acts of its agents, employees, servants and subcontractors during the performance of this contract

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Major deviations of services performed will not be made without the written approval of the KSFB. Problems that arise under any aspect of performance should first be resolved between the vendor and KSFB.

Section 19 Addition or Deletion of Items or Services The KSFB reserves the right to add new and similar items, with the consent of the vendor, to any contract awarded from this solicitation. The KSFB to effect this change will issue a contract Modification. Until such time as the vendor receives a Modification, the vendor shall not accept Delivery Orders from KSFB referencing such items or services.

Section 20 Agreement between Parties By submitting a bid, the bidder acknowledges and agrees to be bound by the terms and conditions of the solicitation.

The bidder agrees that a resulting contract is the complete and exclusive statement of the agreement between the parties, which supersedes all prior agreements, oral or written, and all other communications between the parties relating to the subject matter of this solicitation. It is further agreed between the parties, that any valid modification of contractual agreement must be formalized by issuance of a Contract Modification from the KSFB.

The only terms and conditions acceptable to the KSFB are as outlined in the solicitation.

Bids not conforming will be considered as non-responsive.

Section 21 Payments The vendor shall be paid, upon the submission of proper invoices to the KSFB at the prices stipulated for the supplies delivered and accepted, or services rendered. Payments will be made within thirty (30) working days after receipt of goods and a correct vendor’s invoice.

All invoices should be emailed to Invoices@kyvenues.com.

Section 22 Inquiries All questions shall be submitted in writing on Attachment B by March 17, 2023 at 10:00 AM EST to the buyer. No questions shall be accepted after the date(s) listed unless the question(s) is considered material to the procurement. The KSFB shall respond to salient questions in writing by issuing an addendum to the solicitation. The addendum shall be posted to the Kentucky Vendor Self Service site

Sole Point of Contact – Kentucky State Fair Board Buyer The KSFB Buyer listed below shall be the sole point of contact throughout the procurement process. All communications shall be done through email to the buyer listed.

Buyer: Saundra Allen Saundra.allen@kyvenues.com

Restrictions on Communications From the issue date of this solicitation until a contractor(s) is selected and the selection is announced, offerors are not allowed to communicate with any KSFB Staff concerning this solicitation except the KSFB Buyer cited in this solicitation via written questions submitted on Attachment B to the KSFB Buyer.

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Potential bidders should clearly understand that any verbal representatives made or assumed to be made during any oral discussions held between representatives of potential bidders and any KSFB employee or official are not binding on the KSFB.

For violation of this provision, the KSFB shall reserve the right to disqualify the bid.

Section 23 Subcontracts The contractor is permitted to make subcontract(s) with any other party for furnishing any of the work or services herein. The contractor shall be solely responsible for performance of the entire contract whether or not subcontractors are used. The KSFB shall not be involved in the relationship between the prime contractor and the subcontractor. Any issues that arise as a result of this relationship shall be resolved by the prime contractor.

All references to the contractor shall be construed to encompass both the contractor and any subcontractors of the contractor.

Section 24 Federal Tax Exempt Purchases by the KSFB if applicable Contracts Direct With Manufacturer: In the event a manufacturer bids direct and is awarded a contract, the KSFB shall request the contractor to furnish evidence of registration with the U.S. Internal Revenue Service. This registration shall be in accordance with the “Temporary Rules, 1958 Excise Tax Act”. After such registration, individual Excise Tax Exemption Certificates are not necessary on each individual order issued against the contract by the KSFB. Therefore, quoted prices must be exclusive of Federal Excise Taxes.

Section 25 Protest The President and CEO of the KSFB shall have authority to determine protests and other controversies of actual or prospective offerors in connection with the solicitations or selection for award of a contract.

Any actual or prospective offeror or contractor, who is aggrieved in connection with solicitation or selection for award of a contract, may file a protest with the President and CEO. A protest or notice of other controversy must be filed promptly and in any event within two (2) calendar weeks after a contract has been awarded. All protests or notices of other controversies must be in writing and shall be addressed and mailed to:

Mr. David Beck President and CEO

Kentucky State Fair Board P. O. Box 37130

Louisville KY 40233 David.beck@kyvenues.com

The President and CEO shall promptly issue a decision in writing. A copy of that decision shall be mailed or otherwise furnished to the aggrieved party and shall state the reasons for the action taken.

The decision by the President and CEO shall be final and conclusive.

Section 26 Funding Limitations

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If any or all responses received exceed the amount of funding available, then the KSFB Purchasing Department, reserves the right to cancel this RFB.

Section 27 Provisions for Termination of the Contract Any contractor who is determined in writing by the KSFB Buyer to be in breach of any of the terms and conditions of a contract with the KSFB, shall be declared in default and the contract may be terminated.

Termination notice. The KSFB Buyer shall terminate a contract by written notice to the contractor. The notice to the contractor shall be sent certified mail, return receipt requested.

If a contractor is determined to be in default, the KSFB shall notify the contractor of the determination in writing, and may include a specified date by which the contractor shall cure the identified deficiencies. The KSFB may proceed with termination if the contractor fails to cure the deficiencies within the specified time.

The contractor shall be liable to the KSFB for any excess costs incurred in acquiring supplies and services similar to those terminated for default, and for any other damages or remedies available either at law or in equity, whether or not repurchase is affected.

Termination for Convenience of the KSFB.

The KSFB may terminate a contract for convenience if the KSFB Buyer has determined that termination will be in the KSFB’s best interests. The KSFB shall provide the contractor thirty (30) calendar day’s written notice of termination of the contract.

If a contract is terminated for the convenience of the KSFB, the contractor shall have the burden of establishing the amount of compensation to which the contractor believes he is entitled by the submission of complete and accurate cost data employed in submitting his bid or proposal for the contract, and evidence of expenses paid or incurred in performance of the contract from the date of award through the date of termination. The contractor shall specify and provide documentation of all revenues resulting from the contract, expenditures associated with the contract, and all profit or loss attributable to the contract.

The KSFB Buyer may request the contractor submit additional documents and data, and may request appropriate accounting, investigations and audits.

After issuing a notice of termination for convenience, the KSFB Buyer may negotiate a settlement with the contractor according to terms deemed just and equitable by the KSFB.

If the contractor and the KSFB Buyer cannot negotiate a settlement, the KSFB Buyer shall issue a determination of the amount, if any, due the contractor.

Section 28 Funding Out Provision. The KSFB may terminate a contract if funds are not appropriated to the KSFB or are not otherwise available for the purpose of making payments without incurring any obligation for payment after the date of termination, regardless of the terms of the contract. The KSFB shall provide the contractor thirty (30) calendar days written notice of termination of the contract.

Section 29

ALL PROVISIONS OF THIS SOLICITATION (RFB 235 2300000594) SHALL BE PART

OF ANY RESULTING MASTER AGREEMENT or AWARD CONTRACT.

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