Final_RFB_758_2700000155_1_SO_FORM.PDF

Document ID: RFB 758 2700000155 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Event Maintenance Cleaning Service at KY Horse Park

Date Issued:

10/12/2026 Record Date:

10/12/2026

Solicitation Closes Date:

11/03/2026 Time:

13:30

Solicitation No:

RFB 758 2700000155

Online Bidding Prohibited: No

For Information Call:

Lisa Perry 502-564-0983

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: RFB 758 2700000155 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 ALLTECH ARENA CLEANING 1.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

98807 Cleaning of Amusement Areas, Exposition Centers, Grounds, Pa

Extended Description Please reference Section 2.4-Commodity Line 1: Alltech Arena Cleaning for complete specifications.

2 ROLEX STADIUM CLEANING 1.00000 EA

Please reference Section 2.4-Commodity Line 2: Rolex Stadium Cleaning for complete specifications.

3 PRESSURE WASHING - ROLEX STADIUM

SEATING

1.00000 EA

Please reference Section 2.4-Commodity Line 3: Pressure Washing Rolex Stadium Seating for complete specifications.

Document ID: RFB 758 2700000155 Page: 3

4 NEW BARN STALL CLEANING 1.00000 EA

Please reference Section 2.4-Commodity Line 4: New Barn Stall Cleaning for complete specifications.

5 BIG BARN STALL CLEANING 1.00000 EA

Please reference Section 2.4-Commodity Line 5: Big Barn Stall Cleaning for complete specifications.

6 PRESSURE WASHING - ALLTECH

ARENA SEATING

Please reference Section 2.4-Commodity Line 6: Pressure Washing Alltech Arena Seating for complete specifications.

7 COVERED ARENA CLEANING 1.00000 EA

Please reference Section 2.4-Commodity Line 7: Covered Arena Cleaning for complete specifications.

Document ID: RFB 758 2700000155 Page: 4

8 ALLTECH ARENA SEATING SWEEPING 1.00000 EA

Please reference Section 2.4-Commodity Line 8: Alltech Arena Seating Sweeping for complete specifications.

9 ROLEX STADIUM CONCOURSE AND

CEILING PRESSURE WASHING

Please reference Section 2.4-Commodity Line 9: Rolex Stadium Concourse and Ceiling Pressure Washing for complete specifications.

10 EVENT MAINTENANCE CREW -

HOURLY SERVICES

1.00000 HOUR

Please reference Section 2.4-Commodity Line 10: Event Maintenance Crew Hourly Services for complete specifications.

11 BARN STALL WALL REMOVAL AND

REPLACEMENT

Please reference Section 2.4-Commodity Line 11: Barn Stall Wall Removal and Replacement for complete specifications.

Document ID: RFB 758 2700000155 Page: 5

12 ALLTECH ARENA MAT INSTALLATION

AND REMOVAL - NO CLEANING

Please reference Section 2.4-Commodity Line 12: Alltech Arena Mat Installation and Removal No Cleaning for complete specifications.

13 MAT INSTALL, REMOVAL, AND

CLEANING - DOUBLE SCHOOLING

Please reference Section 2.4-Commodity Lines 13-21: Mat Installation, Removal and Cleaning Designated Schooling Rings and Arenas for complete specifications.

14 MAT INSTALL, REMOVAL, AND

CLEANING - WALNUT SCHOOLING

Please reference Section 2.4-Commodity Lines 13-21: Mat Installation, Removal and Cleaning Designated Schooling Rings and Arenas for complete

15 MAT INSTALL, REMOVAL, AND

CLEANING - MURPHY RING

Please reference Section 2.4-Commodity Lines 13-21: Mat Installation, Removal and Cleaning Designated Schooling Rings and Arenas for complete

Document ID: RFB 758 2700000155 Page: 6

16 MAT INSTALL, REMOVAL, AND

CLEANING - STONELEA RING

Please reference Section 2.4-Commodity Lines 13-21: Mat Installation, Removal and Cleaning Designated Schooling Rings and Arenas for complete

17 MAT INSTALL, REMOVAL, AND

CLEANING -CLAIBORNE RING

Please reference Section 2.4-Commodity Lines 13-21: Mat Installation, Removal and Cleaning Designated Schooling Rings and Arenas for complete

18 MAT INSTALL, REMOVAL, AND

CLEANING - ROLEX WARMUP II

Please reference Section 2.4-Commodity Lines 13-21: Mat Installation, Removal and Cleaning Designated Schooling Rings and Arenas for complete

19 MAT INSTALL, REMOVAL, AND

CLEANING - ROLEX WARMUP I

Please reference Section 2.4-Commodity Lines 13-21: Mat Installation, Removal and Cleaning Designated Schooling Rings and Arenas for complete

Document ID: RFB 758 2700000155 Page: 7

20 MAT INSTALL, REMOVAL, AND

CLEANING - WALNUT RING

Please reference Section 2.4-Commodity Lines 13-21: Mat Installation, Removal and Cleaning Designated Schooling Rings and Arenas for complete

21 MAT INSTALL, REMOVAL, AND

CLEANING - ROLEX STADIUM

Please reference Section 2.4-Commodity Lines 13-21: Mat Installation, Removal and Cleaning Designated Schooling Rings and Arenas for complete

22 ALLTECH ARENA TARP AND MAT

INSTALLATION/REMOVAL

Please reference Section 2.4-Commodity Line 22: Alltech Arena Tarp and Mat Installation/Removal The Contractor may be required to:

for complete specifications.

Document ID: RFB 758 2700000155 Page: 8

23 EVENT DECK FLOORING

INSTALLATION AND REMOVAL

Please reference Section 2.4-Commodity Line 23: Alltech Arena Event Deck Flooring Installation and Removal for complete specifications.

24 TENT CITY CLEANING - KENTUCKY

THREE DAY EVENT

Please reference Section 2.4-Commodity Line 24: Tent City Cleaning Kentucky Three-Day Event for complete specifications.

25 COVERED ARENA CONCOURSE AND

SEATING PRESSURE WASHING

Please reference Section 2.4-Commodity Line 25: Covered Arena Concourse and Seating Pressure Washing for complete specifications.

26 ALLTECH NORTH HALL CLEANING 1.00000 EA

Please reference Section 2.4-Commodity Line 26: Alltech North Hall Cleaning for complete specifications.

Document ID: RFB 758 2700000155 Page: 9

27 ALLTECH SOUTH HALL CLEANING 1.00000 EA

Please reference Section 2.4-Commodity Line 27: Alltech South Hall Cleaning for complete specifications.

28 EDU FLOORING INSTALLATION AND

REMOVAL

Please reference Section 2.4-Commodity Line 28: EDU Flooring Installation and Removal for complete specifications.

Shipping Information Kentucky Horse Park

4089 Ironworks Parkway

Lexington KY 40511

Billing Information Kentucky Horse Park

4089 Ironworks Parkway

Lexington KY 40511

Document ID: RFB 758 2700000155 Page: 10

Submission Checklist

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

Item

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.

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 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 Service Registration Guides are provided at https://vss.ky.gov

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 Phase Document Description Page 11

2700000155 Final Event Maintenance Cleaning Service at KY Horse Park

Total Pages: 42 https://vss.ky.gov https://vss.ky.gov mailto:Finance.CRCGroup@ky.gov

The following items MUST be submitted prior to award:

_____REVENUE FORM 10A100 KENTUCKY TAX REGISTRATION APPLICATION IF

APPLICABLE (see Section 34)

_____CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF STATE

BY A FOREIGN ENTITY IF APPLICABLE (see Section 36)

_____REQUIRED AFFIDAVIT(S)

https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required %20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf

Request for Bid (RFB)

For

EVENT MAINTENANCE CLEANING SERVICE

RFB 758 2700000155

Issued by The Finance and Administration Cabinet

On Behalf Of

Release Date: October 12, 2026

Site Visit: October 22, 2026 at 2:00 PM EST (See Section 2 for details) Vendors’ Written Questions Due: October 23, 2026 by 4:00 PM EST Commonwealth’s Response to Written Questions: October 27, 2026 CLOSING DATE AND TIME: November 03, 2026 at 1:30 PM EST

Commonwealth Buyer:

Lisa Perry

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 MERO STREET, 5TH FLOOR

FRANKFORT KY 40622

(502) 564-0983 LisaK.Perry@ky.gov

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Park

Total Pages: 42 https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf mailto:LisaK.Perry@ky.gov

BID READINGS

Any person wishing to hear a bid reading may call the OPS conference line at 844-603-5060, Conference ID number 240522005, and Participant Code 33957, at 3:30pm, ET on the bid closing date.

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.

Vendors should review and comply with the general bidding requirements listed under “Procurement Laws, Preference, Regulations and Policies” and “Response to Solicitation” located on the eProcurement Web page at https://finance.ky.gov/ eProcurement/Pages/procurement-laws-regulations-and-policies.aspx and https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx respectively. The vendor must comply with all applicable statutes, regulations and policies related to this procurement.

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Total Pages: 42 https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

Solicitation

Terms and Conditions

Master Agreement

Section 1 Scope of Contract The Office of Procurement Services issues this solicitation to establish a Master Agreement for:

Event Maintenance Cleaning Services.

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

The Kentucky Horse Park (KHP) is seeking to establish a Master Agreement for Event Maintenance Cleaning Services to support events held throughout the Park. The anticipated start date is December 1, 2026.

The successful Contractor shall provide pre-event, post-event, and event-related cleaning, maintenance, installation, removal, and related support services at various Kentucky Horse Park facilities, including arenas, stadiums, barns, rings, exhibit halls, and other event areas.

Services will be requested on an as-needed basis throughout the term of the Master Agreement.

Work assignments may vary depending on the type, size, schedule, and requirements of each event.

Site Visit Details:

The Commonwealth has scheduled a site visit for the Kentucky Horse Park on Thursday, October 22, 2026 at 2:00 PM EST located at 4089 Iron Works Pkwy Lexington, KY 40511.

All vendors planning to attend MUST notify the buyer via email at LisaK.Perry@ky.gov and provide a list of representatives who will be attending the site visit.

The attendance notification is due no later than Wednesday, October 21, 2026 by 3:00 PM

EST.

The Commonwealth suggests all vendors attending the site visit should arrive 10-15 minutes prior to the start time to allow completion of security measures which may be required for admittance to the facility. Once the site visit has begun, there is no guarantee that late arrivals will be able to join the group or privy to information already provided and/or accessed.

This site visit will be the only opportunity to allow bidders a chance to satisfy themselves as to all general conditions that may affect the cost of performance of the contract; to the extent, such

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Park

Total Pages: 42 information is reasonably obtainable. The Commonwealth shall not be bound by oral statements made during the site visit or made at any other time by any member of the Commonwealth’s staff.

Pricing information shall not be made known in any form to agency representatives during the site visit. Failure to comply with this requirement shall render the bid non-responsive.

Vendors are not to ask questions during the site visit. All questions shall be submitted in writing to the Commonwealth Buyer no later than Friday, October 23, 2026, by 2:00 PM EST.

In no event will a failure to attend the site visit constitute grounds for a claim after award of the contract.

2.1 Background

The Kentucky Horse Park is a 1,200-acre equine tourist attraction owned and operated by the Commonwealth of Kentucky. The Park includes a Smithsonian-affiliated museum and numerous facilities that accommodate local, regional, national, and international events.

Events held at the Park include, but are not limited to, horse shows, conventions, consumer and trade shows, conferences, community functions, banquets, meetings, seminars, sporting events, and weddings. The Park hosts more than 200 events annually and approximately 2.3 million visitors each year.

Because many services are performed in active equine-event environments, the Contractor and its employees must be capable of working safely and professionally around horses, exhibitors, equestrians, event participants, Park employees, and the general public.

2.2 General Requirements

The Contractor shall:

Have a minimum of ten (10) years of experience providing commercial/event cleaning, maintenance, or related services.

Provide an adequate number of qualified and experienced employees to complete each assignment within the timeframe established by KHP.

Provide a qualified on-site supervisor for most assignments, as determined by the Kentucky Horse Park based on the scope, complexity, location, and number of personnel required for the assignment. The supervisor shall be responsible for directing and coordinating Contractor personnel, serving as the primary point of contact with KHP, ensuring work is performed according to the established schedule and requirements, and addressing safety or performance concerns. KHP may require a supervisor for any assignment when deemed necessary.

Ensure all employees assigned to KHP are experienced in working safely around horses and equestrians.

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Park

Provide all labor, supervision, equipment, tools, and incidental materials necessary to complete the work unless specifically identified as being provided by KHP.

Coordinate with KHP staff regarding access to facilities, work schedules, event activities, and completion deadlines.

Perform work in a manner that minimizes disruption to ongoing events and protects KHP facilities, equipment, property, horses, exhibitors, event participants, and the public.

Comply with all applicable federal, state, and local laws, regulations, safety requirements, and KHP policies.

Immediately report any damage, unsafe condition, equipment issue, or other incident observed while performing services.

Leave all work areas clean, orderly, and ready for use upon completion of the assigned work.

2.3 Work Schedule

Many event maintenance and cleaning assignments will be performed overnight or during other limited timeframes established by KHP. The Contractor shall provide sufficient personnel and equipment to complete each assignment within the timeframe specified by KHP.

KHP will communicate the anticipated work schedule and specific requirements for each assignment. The Contractor shall coordinate with KHP Equine Events staff regarding access, event schedules, and required completion times.

2.4 Service Specification Details

Commodity Line 1: Alltech Arena Cleaning Work will typically be completed overnight.

Services may include:

- Picking up trash throughout the approximately 5,500-seat arena;

- Removing trash from receptacles and transporting trash to designated dumpsters;

- Cleaning restrooms throughout the facility, including four large sets of men's and women's restrooms, small restrooms on the suite level, two small restrooms on the event level, and one large restroom set in the South Exhibit Hall;

- Wiping and sanitizing sinks, toilets, urinals, partitions, and other restroom surfaces;

- Sweeping and mopping restroom floors;

- Emptying trash receptacles and replacing liners;

- Replenishing toilet paper, paper towels, hand soap, and other KHP-provided restroom supplies;

- Cleaning suites, including wiping surfaces, removing trash, and vacuuming floors;

- Sweeping the approximately 20,000-square-foot North Exhibit Hall;

- Operating a floor machine on the approximately 20,000-square-foot concourse level; and

- Removing trash, wiping surfaces, and sweeping three event offices.

Commodity Line 2: Rolex Stadium Cleaning Work will typically be completed overnight.

Services may include:

- Picking up trash throughout the approximately 7,500-seat stadium;

Document Phase Document Description Page 16

- Removing trash from receptacles and placing trash at the designated roadside collection location for morning pickup;

- Cleaning four small restrooms located in Rolex Tower;

- Sanitizing sinks, toilets, urinals, partitions, and other restroom surfaces;

- Sweeping restroom floors;

- Emptying trash receptacles and replacing liners;

- Replenishing KHP-provided restroom supplies; and

- Wiping surfaces and sweeping approximately 1,500 square feet of designated areas.

Commodity Line 3: Pressure Washing – Rolex Stadium Seating The Contractor shall provide all necessary labor, equipment, and supplies to pressure wash approximately 7,500 stadium seats.

Commodity Line 4: New Barn Stall Cleaning Services shall include:

- Removing all manure and stall waste from designated stalls;

- Depositing removed material into the nearest designated muck pit; and

- Pressure washing stalls to remove soil, manure, and waste from walls, doors, and floors.

Commodity Line 5: Big Barn Stall Cleaning For designated Big Barn stalls, including approximately 25 stalls.

Services shall include:

- Removing all manure and stall waste from stalls; and

- Pressure washing stall walls, doors, and floors to remove soil, manure, and waste.

Commodity Line 6: Pressure Washing – Alltech Arena Seating The Contractor shall provide all necessary labor, equipment, and supplies to pressure wash approximately 5,500 seats in Alltech Arena.

Commodity Line 7: Covered Arena Cleaning Work will typically be completed overnight.

Services may include:

- Picking up trash throughout the approximately 1,100-seat arena;

- Removing trash and placing it at the designated location for morning pickup;

- Cleaning two large and two small restrooms;

- Sanitizing sinks, toilets, urinals, partitions, and other restroom surfaces;

- Sweeping and mopping restroom floors;

- Emptying trash receptacles and replacing liners; and

- Replenishing KHP-provided restroom supplies.

Commodity Line 8: Alltech Arena Seating Sweeping The Contractor shall sweep and remove trash, dust, sand, and other debris from seating areas within the approximately 5,500-seat Alltech Arena. Work will typically be completed overnight.

Commodity Line 9: Rolex Stadium Concourse and Ceiling Pressure Washing

Document Phase Document Description Page 17

The Contractor shall provide sufficient labor, equipment, and supplies to pressure wash the concourse and ceiling located beneath the approximately 7,500-seat Rolex Stadium.

Commodity Line 10: Event Maintenance Crew – Hourly Services The Contractor may be requested to provide event maintenance personnel on an hourly basis.

Tasks may vary based on event requirements and may include but are not limited to:

- Pulling trash and replacing liners;

- Weed-eating;

- Mowing;

- Wiping down seating;

- Minor stall repairs;

- Touch-up painting;

- Ring watering;

- Ring dragging;

- Sweeping barn aisles; and

- Other event maintenance or cleaning duties requested by KHP.

The Contractor shall provide sufficient personnel and supervision to complete assigned tasks within the required timeframe.

Commodity Line 11: Barn Stall Wall Removal and Replacement The Contractor may be required to:

Remove designated stall walls and place them in a location designated by KHP;

Provide sufficient manpower and appropriate equipment to safely move heavy stall components;

- Provide a forklift when required for safe removal and relocation;

- Replace designated stall walls following the event; and

- Ensure all stall components are securely positioned following reinstallation.

Commodity Line 12: Alltech Arena Mat Installation and Removal – No Cleaning The Contractor may be required to install and remove rubber arena mats in Alltech Arena.

Services shall include:

- Manually removing approximately 4,444 rubber mats measuring approximately 3 feet by 3 feet and weighing approximately 48 pounds each;

- Placing removed mats on pallets;

- Moving loaded pallets to the designated storage area inside the arena;

- Replacing mats following the event;

- Installing a light coating of rock provided by KHP; and

- Installing timbers provided by KHP around the ring.

The Contractor shall provide sufficient labor to safely perform the work. Because the work may require overhead lifting, the Contractor shall provide appropriate personnel and equipment.

A minimum of one qualified forklift operator shall be provided when required to move loaded pallets. The Contractor may provide an additional qualified forklift operator to accommodate breaks or other operational needs.

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Commodity Lines 13-21: Mat Installation, Removal and Cleaning – Designated Schooling Rings and Arenas For designated rings and arenas, the Contractor may be required to:

- Remove approximately 3-foot by 3-foot rubber mats weighing approximately 48 pounds each;

- Clean mats of sand and debris;

- Replace mats;

- Install a light coating of KHP-provided rock;

- Install KHP-provided timbers around the ring;

- Place removed mats on pallets; and

- Move loaded pallets to the designated storage location.

- These services may be required in the following areas:

- Double Schooling Ring – approximately 46,000 square feet;

- Walnut Schooling Ring – approximately 24,000 square feet;

- Murphy Ring – approximately 40,000 square feet;

- Stonelea Ring – approximately 40,000 square feet;

- Claiborne Ring – approximately 62,000 square feet;

- Rolex Warm-up II – approximately 34,020 square feet;

- Rolex Warm-up I – approximately 40,000 square feet;

- Walnut Ring – approximately 75,000 square feet; and

- Rolex Stadium – approximately 124,236 square feet.

Pricing may be requested on a per-job or per-square-foot basis, as identified in the applicable commodity line.

The Contractor shall provide sufficient labor, supervision, and equipment to complete each assignment within the required timeframe. When required, a minimum of one qualified forklift operator shall be provided for movement of loaded pallets.

Commodity Line 22: Alltech Arena Tarp and Mat Installation/Removal The Contractor may be required to:

- Lay KHP-provided tarp over approximately 40,000 square feet of hard-packed sand/dirt in Alltech Arena;

- Install KHP-provided mats;

- Install KHP-provided timbers at the designated end of the arena;

- Following the event, remove the mats and tarp; and

- Place the mats and tarp in the designated storage area adjacent to the arena floor.

Commodity Line 23: Alltech Arena Event Deck Flooring Installation and Removal The Contractor may be required to:

- Move pallets of event deck flooring from Alltech Arena to the designated installation location;

- Install 40,000 square feet of interlocking event deck flooring;

- Remove the event deck flooring following the event; and

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- Return pallets to the designated storage area adjacent to the arena floor.

Pricing may be requested on a per-square-foot basis.

Commodity Line 24: Tent City Cleaning – Kentucky Three-Day Event Work will typically be completed overnight.

During the Kentucky Three-Day Event, the Contractor may be required to:

- Remove trash from approximately 30 trash receptacles; and

- Transport trash to the designated dumpster.

Commodity Line 25: Covered Arena Concourse and Seating Pressure Washing The Contractor shall provide sufficient labor, equipment, and supplies to pressure wash the concourse and approximately 1,100 seats within the Covered Arena.

Commodity Line 26: Alltech North Hall Cleaning Services may include sweeping, removing trash, and cleaning four restrooms.

Commodity Line 27: Alltech South Hall Cleaning Services may include dust mopping, mopping, cleaning two restrooms, and removing trash.

Commodity Line 28: EDU Flooring Installation and Removal Per square foot, Vendor shall provide all labor, supervision, equipment, and necessary tools to install and remove EDU flooring at the Kentucky Horse Park.

Services shall include, but are not limited to:

- Transporting/moving KHP-provided EDU flooring from the designated storage location to the installation area;

- Preparing the designated area for installation;

- Installing EDU flooring according to the manufacturer's requirements and KHP's direction;

- Ensuring flooring sections are properly aligned, connected, and secured;

- Removing EDU flooring following completion of the event;

- Returning removed flooring to the designated storage location;

- Stacking and organizing flooring as directed by KHP; and

- Providing sufficient labor and equipment to complete the installation and removal within the timeframe specified by KHP.

2.5 Equipment and Supplies

Unless otherwise specified, the Contractor shall provide all labor, supervision, equipment, tools, machinery, and supplies necessary to perform the assigned services.

KHP will provide items specifically identified in the Scope of Work as KHP-provided, including certain restroom supplies, rock, timbers, mats, flooring, and other materials.

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The Contractor shall be responsible for ensuring that all equipment is suitable for the assigned work and is operated safely by properly trained and qualified personnel.

2.6 Safety and Equine Environment

The Contractor acknowledges that work will be performed in an active equine facility.

Contractor personnel shall exercise particular care when working around horses, livestock, exhibitors, equestrians, event participants, vehicles, and equipment.

All Contractor personnel shall:

- Have experience working in an equine-event environment;

- Follow KHP safety instructions and site-specific requirements;

- Maintain awareness of horses and equestrians in the work area;

- Operate equipment in a safe manner;

- Use appropriate personal protective equipment;

- Keep tools, equipment, and materials secured when not in use; and

- Immediately notify KHP staff of any hazardous condition or incident.

2.7 Coordination with KHP

The Contractor shall coordinate all work with the designated KHP Equine Events representative.

Prior to beginning each assignment, KHP may provide the Contractor with:

- Location of work;

- Scope of services;

- Event schedule;

- Required start and completion times;

- Access instructions;

- Designated disposal and storage locations; and

- Any special event-specific requirements.

The Contractor shall promptly notify KHP if circumstances arise that may prevent completion of the assigned work within the required timeframe.

2.8 Quality of Work

All services shall be performed in a professional and workmanlike manner. KHP reserves the right to inspect completed work and require the Contractor to correct work that does not meet the requirements of the assigned scope.

Any required corrective work shall be performed promptly and at no additional cost to KHP when the deficiency is the result of the Contractor's failure to perform the required services.

2.9 Vendor Personnel and Conduct

The Contractor shall ensure that all employees, agents, subcontractors, and other personnel performing services at the Kentucky Horse Park maintain professional standards of conduct and appearance while on KHP property.

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All Contractor personnel shall:

- Conduct themselves in a professional, courteous, and respectful manner when interacting with KHP employees, exhibitors, event participants, visitors, volunteers, and the public.

- Comply with all KHP rules, policies, and instructions regarding personal conduct and behavior while on KHP property.

- Not consume, possess, or be under the influence of alcohol or illegal substances while performing services or while on KHP property.

- Refrain from the use of profanity, vulgar language, lewd or suggestive language, or other inappropriate behavior while performing services or while on KHP property.

- Wear clean, appropriate, and professional clothing suitable for the work being performed and the event environment.

- Not wear clothing or display items that advertise alcoholic beverages, contain offensive language or images, or are otherwise inappropriate for the Kentucky Horse Park or the event environment.

- Wear appropriate personal protective equipment and clothing required for the assigned work.

- Maintain a professional appearance and conduct at all times while representing the Contractor on KHP property.

KHP reserves the right to require the removal of any Contractor personnel from KHP property whose conduct, appearance, or performance is deemed inappropriate or inconsistent with KHP policies or the requirements of this agreement.

2.10 Damage and Property Protection

The Contractor shall exercise reasonable care to prevent damage to Kentucky Horse Park property, facilities, equipment, grounds, landscaping, buildings, structures, fences, arenas, barns, stalls, seating, flooring, and other property while performing services under this agreement.

The Contractor shall be responsible for repairing or replacing, at no additional cost to KHP, any damage caused by the Contractor, its employees, agents, subcontractors, or equipment while performing work under this agreement. This includes damage resulting from the Contractor's negligence, improper operation of equipment, or failure to follow KHP instructions or applicable safety requirements.

The Contractor shall also be responsible for damage to the property of KHP employees, other contractors, volunteers, exhibitors, event participants, visitors, campers, or other persons caused by the Contractor, its employees, agents, subcontractors, or equipment while performing services.

The Contractor shall immediately notify the designated KHP representative of any damage that occurs or is discovered while performing services. KHP may require the Contractor to repair or replace damaged property to the satisfaction of KHP. Any required corrective work shall be completed promptly and at the Contractor's expense.

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2.11 Master Agreement / As-Needed Services

Establishment of the Master Agreement does not guarantee a minimum quantity of work, minimum number of assignments, or minimum expenditure.

Services will be requested by KHP on an as-needed basis. KHP may request one or more commodity lines for an individual event or assignment.

The Contractor shall not perform additional work beyond the authorized scope without prior approval from the designated KHP representative.

Section 3 Purpose The purpose of this solicitation is to request vendor responses in order to provide these items under contract to agencies as needed.

Section 4 General This solicitation specifies requested items. It is not the intention of this solicitation to eliminate vendors or manufacturers of similar or equal equipment of the types specified. It should be noted, however, that these requested items are written around specific needs of State agencies.

The Commonwealth reserves the right to consider bids non-responsive if they do not comply with the specifications contained herein.

Section 5 Initial Contract Period The contract established from this solicitation shall be from the date of award through November 30, 2027.

Section 6 Renewal Clause – Optional Renewal Period This contract may be extended at the completion of the initial contract period for four (4) additional two-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 Commonwealth of Kentucky 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 7 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 non-responsive bid. Otherwise, it will be considered that items/services offered are in strict compliance with these specifications, Document Phase Document Description Page 23 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 Commonwealth is not bound to accept any exceptions.

Section 8 Alternate Brands/Specifications Unless otherwise specified, brands and specifications referenced in this solicitation are meant to establish a minimum standard of quality only. Bidders may bid brands/specifications they consider to be equal by specifying the brand(s)/specifications and inserting the brand name(s), model number(s), etc. on which they are bidding. Bids offering “equal” products/ specifications will be considered for award if such products are clearly identified in the bid and are determined by the State to meet or exceed fully the minimum essential specifications and salient characteristics referenced in the Solicitation. Bids that contain products/specifications that fail to meet the minimum essential requirements shall be deemed non-responsive.

Bidders who propose alternate brands/specifications should enclose descriptive literature with their bids so that the equality can be verified. Failure to enclose sufficient literature may result in a non-responsive bid. If the brands are not changed, the contract will be written accordingly and the successful bidder shall be required to deliver the brands/specifications stated in the solicitation.

Section 9 Recycle Requirements Prospective bidders are required to comply with Recycle Requirements for the purchase of goods, supplies, equipment, materials and printing with a minimum recycled content to the extent practicable per 200 KAR 5:330. This regulation can be viewed on the Internet at https:// apps.legislature.ky.gov/law/kar/200/005/330.pdf

Section 10 Acknowledgment of Addenda It is the vendor's responsibility to check the web site for any modifications to this solicitation.

Electronic Bid submittal is the vendor’s agreement to be bound by the terms of all addenda issued.

Section 11 Agencies to be Served This contract shall be for use by the following agency of the Commonwealth of Kentucky:

Extending the Contract Use to Other Agencies The Office of Procurement Services reserves the right, with the consent of the vendor, to offer the Master Agreement resulting from this solicitation to other State agencies requiring the product(s) or service(s).

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Park

Total Pages: 42 https://apps.legislature.ky.gov/law/kar/200/005/330.pdf https://apps.legislature.ky.gov/law/kar/200/005/330.pdf

Section 12 Solicitation Submission Requirements Paper Bids are NOT acceptable for this RFB and shall be considered non-responsive.

All electronic documents submitted in response to this RFB shall be submitted in Microsoft Word, Microsoft Excel or PDF format ONLY.

Section 13 Method of Award Best Value – Ranking Approach The Commonwealth 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.

An evaluation committee, or a designated individual, will evaluate the information provided by the vendor in response to the established measurable criteria contained in the solicitation.

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.

A bidder shall submit one (1) response to a solicitation and shall not propose more than one (1) model/brand for each item listed in the solicitation, except for requested tier pricing. Multiple or alternate bids offering more than one (1) bid price in total or by line item shall be rejected.

Vendors responding with the minimum Best Value requirements in this solicitation shall not be credited with Best Value points. Vendors responding with greater than the minimum requirements shall receive Best Value points. Failure to provide adequate information will impact the evaluated points awarded to the vendor.

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 Price by the next lowest price and multiplying that percentage by the available points. For example, 100 points is allocated to the lowest Price criteria for this procurement, bidder “A” bids $3.00 as the lowest bidder and receives the maximum 100 points ($3.00 / $3.00 = 1.00 x 100 = 100). Assume bidder “B” is the next lowest bidder at $4.00, then “B” receives 75 points ($3.00 / $4.00) = .75 x100 = 75).

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B. Experience (Pass/Fail)

Qualified bidders must have a minimum of ten (10) years of experience in the cleaning and maintenance of similar properties, as well as experience of working around horses and equestrians.

Verification documentation of the total years in business for proof of experience must be included with bid submission. Examples of acceptable documentation to be included are:

Articles of Incorporation, Secretary of State Registration, Certificate of Assumed Name filed with the County Clerk, Business or Financial Records showing proof of purchase of business/company.

Vendors that do not have the required ten (10) years of experience or fail to provide acceptable documentation will be scored as “FAIL” and ineligible for award.

Best Value scoring is subject to Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410).

KRS 45A.490 Definitions for KRS 45A.490 to 45A.494.

As used in KRS 45A.490 to 45A.494:

(1) "Contract" means any agreement of a public agency, including grants and orders, for the purchase or disposal of supplies, services, construction, or any other item; and

(2) "Public agency" has the same meaning as in KRS 61.805.

KRS 45A.492 Legislative declarations.

The General Assembly declares:

(1) A public purpose of the Commonwealth is served by providing preference to Kentucky residents in contracts by public agencies; and

(2) Providing preference to Kentucky residents equalizes the competition with other states that provide preference to their residents.

KRS 45A.494 Reciprocal preference to be given by public agencies to resident bidders -- List of states -- Administrative regulations.

(1) Prior to a contract being awarded to the lowest responsible and responsive bidder on a contract by a public agency, a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state. The preference shall be equal to the preference given or required by the state of the nonresident bidder.

(2) A resident bidder is an individual, partnership, association, corporation, or other business entity that, on the date the contract is first advertised or announced as available for bidding:

(a) Is authorized to transact business in the Commonwealth; and

(b) Has for one (1) year prior to and through the date of the advertisement, filed Kentucky corporate income taxes, made payments to the Kentucky unemployment insurance fund established in KRS 341.490, and maintained a Kentucky workers' compensation policy in effect.

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(3) A nonresident bidder is an individual, partnership, association, corporation, or other business entity that does not meet the requirements of subsection (2) of this section.

(4) If a procurement determination results in a tie between a resident bidder and a nonresident bidder, preference shall be given to the resident bidder.

(5) This section shall apply to all contracts funded or controlled in whole or in part by a public agency.

(6) The Finance and Administration Cabinet shall maintain a list of states that give to or require a preference for their own resident bidders, including details of the preference given to such bidders, to be used by public agencies in determining resident bidder preferences. The cabinet shall also promulgate administrative regulations in accordance with KRS Chapter 13A establishing the procedure by which the preferences required by this section shall be given.

(7) The preference for resident bidders shall not be given if the preference conflicts with federal law.

(8) Any public agency soliciting or advertising for bids for contracts shall make KRS 45A.490 to 45A.494 part of the solicitation or advertisement for bids.

The reciprocal preference as described in KRS 45A.490-494 above shall be applied in accordance with 200 KAR 5:400.

Determining the residency of a bidder for purposes of applying a reciprocal preference Any individual, partnership, association, corporation, or other business entity claiming resident bidder status shall submit along with its response the attached Required Annual Affidavit for Bidders, Offerors, and Contractors Claiming Resident Bidder Status, unless a valid, Annual Affidavit is already on file with the Commonwealth. The BIDDING AGENCY reserves the right to request documentation supporting a bidder’s claim of resident bidder status. Failure to provide such documentation upon request shall result in disqualification of the bidder or contract termination.

A nonresident bidder shall submit, along with its response, its certificate of authority to transact business in the Commonwealth as filed with the Commonwealth of Kentucky, Secretary of State.

The location of the principal office identified therein shall be deemed the state of residency for that bidder. If the bidder is not required by law to obtain said certificate, the state of residency for that bidder shall be deemed to be that which is identified in its mailing address as provided in its bid.

Preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (KAR 200 5:410).

Pursuant to 200 KAR 5:410, and KRS 45A.470, Kentucky Correctional Industries will receive a preference equal to twenty (20) percent of the maximum points awarded to a bidder in a solicitation.

In addition, the following “qualified bidders” will receive a preference equal to fifteen (15) percent of the maximum points awarded to a bidder in a solicitation: Kentucky Industries for the Blind, any nonprofit corporation that furthers the purposes of KRS Chapter 163 and any qualified nonprofit agencies for individuals with severe disabilities as defined in KRS 45A.465(3). Other than Kentucky Industries for the Blind, a bidder claiming “qualified bidder” status shall submit along with its response to the solicitation a notarized annual affidavit, which affirms that it meets the requirements to be considered a qualified bidder- annual affidavit form included. The annual

Document Phase Document Description Page 27 affidavit form is not required if a valid, annual affidavit is already on file with the Commonwealth.

If requested, failure to provide documentation to a public agency proving qualified bidder status may result in disqualification of the bidder or contract termination.

Past Vendor Performance may be considered in the award of this Contract. Vendors with a record of poor performance in the last 12 months may be found non-responsible and ineligible for award.

Section 14 Tax Exempt Status Do not include Federal Excise Tax, Kentucky Sales or Use Tax in prices quoted in response to this solicitation.

Section 15 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 price increase shall not occur during the first twelve (12) months of the contract. A vendor may request a price increase after twelve (12) months of the contract, which may be granted or denied by the Commonwealth. 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 firm proof that the price increase(s) is justified. The Office of Procurement Services 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 Office of Procurement Services. 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 Office of Procurement Services 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 16 Vendor Terms and Conditions Solicitation or quotation forms that include terms and conditions not in conformity with the terms and conditions of this solicitation or the Statutes of the Commonwealth of Kentucky may be deemed non-responsive.

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The Commonwealth of Kentucky 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 Commonwealth and those indicated by the contractor, those of the Commonwealth take precedence. The contract supersedes all bids or other prior agreements, oral or written, and all other communications between the parties relating to this subject.

Section 17 Post Contract Agreements The resulting contract shall constitute the entire agreement between the State and awarded contractor. Unless contractually provided, State agencies 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 State and agents of the State and will be cause for breach of contract.

Section 18 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…