Final_RFI_235_2400000012_1_SO_FORM.PDF

Document ID: RFI 235 2400000012 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: RFI for Food and Beverage Services

Date Issued:

06/03/2024 Record Date:

06/03/2024

Solicitation Closes Date:

06/24/2024 Time:

15:30

Solicitation No:

RFI 235 2400000012

Online Bidding Prohibited: No For Information Call:

Melinda Gentry 502-367-5250

Bid Receiving Location:

Kentucky Exposition Center Melinda Gentry PO Box 37130 937 Phillips Lane Louisville KY 40233

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: RFI 235 2400000012 Page: 2

Line Items

Commodity Group: Default

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

1 Food and Beverage Services Request for Information

Comm Code Comm Description Manufacturer Model # Manuf Part #

96115 Concessions, Catering, Vending: Mobile and Stationary (See C

Extended Description Food and Beverage Services Request for Information

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: RFI 235 2400000012 Page: 3

Submission Checklist

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

Item

Kentucky State Fair Board Kentucky Venues

Request for Information (RFI)

For

Food and Beverage Operators

Date of RFI Release: June 3, 2024

Kentucky Exposition Center

(502) 367-5250 Melinda.gentry@kyvenues.com

I. Introduction

The purpose of this Request for Information (RFI) is to seek written input from qualified Food & Beverage providers on options for food service including concessions and catering at the Kentucky Exposition Center Property. This information could potentially be used to create a Request for Proposal (RFP) for exclusive or preferred Food & Beverage operator at the Kentucky Exposition Center.

This RFI contains preliminary information to serve as a platform for reaction and discussion with the vendor community. The conditions in this RFI are in no way final or represent what may be contained in an RFP. This issuance does not constitute a commitment to issue a bid or award a contract or to pay any costs incurred in preparation of a response to this

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2400000012 Final RFI for Food and Beverage Services Total Pages: 7 mailto:Melinda.gentry@kyvenues.com request. Furthermore, the Kentucky State Fair Board (KSFB) requires that all responding vendors abstain from providing any quotes or bids in response to this RFI.

Kentucky State Fair Board Background The Kentucky State Fair Board (the “KSFB”) is a state agency tasked with operating six major events and two of the largest event centers in the Commonwealth, the Kentucky Exposition Center (“KEC”) and the Kentucky International Convention Center (“KICC”).

The origination of the Kentucky State Fair board, which was created to oversee the Kentucky State Fair, has expanded to supporting tourism and agriculture by hosting and producing successful events at their venues. Today, the Board is at the forefront of Kentucky tourism development, welcoming regional, national, and international events that include, but are not limited to, conventions, consumer and trade shows, conferences, community functions, banquets, meetings, seminars, sporting events, concerts, and other unique events.

As the Board sought to communicate the breadth of its business capabilities and current operations to the public, it adopted “Kentucky Venues” as its overarching brand identity.

Kentucky Exposition Center The Kentucky Exposition Center (“KEC”), located on over 400 acres of fairgrounds property in Louisville, Kentucky, is the largest and most active meeting facility in the state, hosting and supporting a wide range of indoor and outdoor events. The unique space configuration of large flat outdoor paved and greenspace, two arenas, and over a million square feet of meeting positions the property to be uniquely qualified for hosting and retaining events.

KEC includes 1.2 million square feet of climate-controlled exhibit and meeting space, including 674,000 square feet of Class A exhibit space and 56 meeting rooms. Connected to the property includes the 18,000-seat Freedom Hall, 6,500-seat Broadbent Arena, and a 75,000-square foot pavilion.

The Kentucky Exposition Center Property is located adjacent to Louisville Muhammed Ali International Airport with immediate access to I-65 and I-264 and quick connections to I-64 and I-71.

As of April 2024, The Kentucky Exposition Center is in the early phases of a three-part master redevelopment plan, which would position the facility as one the largest and most capable in the country. To date, the Kentucky General Assembly has allocated over $460 million for the renovation and redevelopment of the KEC property. The KEC will operate during construction and the redevelopment aims to retain and attract larger events to KEC.

Kentucky Exposition Center Property and Demand The KEC welcomes approximately 200 events every year. In 2023, these events drew over

6.2 million attendees and over $300 million in economic impact to the City of Louisville.

II. RFI Process

This RFI is being issued by the Kentucky State Fair Board.

The KSFB is seeking your input through a written response.

Written Responses and Inquiries All responses, questions and inquiries concerning this RFI should be directed in writing to the KSFB Director of Procurement via email.

Kentucky State Fair Board

Kentucky Exposition Center

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Melinda.gentry@kyvenues.com

Interested parties are encouraged to submit any questions in writing to the contact given above. Written questions are due on June 13, 2024 by 3:30 pm ET.

III. General Requested Information Requisites

The KSFB is interested in obtaining information from food & beverage operators serving large conventions and centers which host a variety of events from small to large, corporate trade shows to sporting events. KSFB would like to gather information regarding the following areas:

Company information Name of company Address/Telephone Number Contact Person Brief History of company Length of Time in Business Company Brochures, Literature if available

1. What capabilities are utilized to scale up to service large expositions and trade shows where large crowds and high volumes are anticipated?

2. How does your team execute and operate temporary restaurant or portable concepts successfully?

3. How do you manage concession options to meet demand of a variety of shows, trade show vs sporting events? How are menus diversified to appeal to crowd demographics?

4. Would you share examples of your catering, in-booth, and concession menus?

5. What is the ratio of self-operated vs sub-contractor operated utilized during large trade shows and sporting events?

6. What technology and innovations have been implemented to service indoor, outdoor, and festival type events, which could span across several areas of a property?

7. How does your team evaluate and manage transaction times? What is your target customer transaction time? What steps does management take when times fall below minimum standards?

8. What is your standard point of sale to attendee ratio for large expositions, trade shows, and sporting events?

9. What are your standard of service and staffing levels?

10. What are your contingency plans for staffing?

11. Can you provide examples of your customer service team on staff to manage exhibitor orders?

12. What offers are in place to serve non-event days, to service exhibitors and staff during move-in and move-out days?

13. What metrics and tools are used to determine customer satisfaction?

14. What type of reporting and metrics do you provide to clients about their events, such as sales, peak times, others?

15. What is your fee structure for in-booth catering? Do you charge delivery fees, service fees, equipment rental, linen charges, other fees?

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16. Does your team have experience in designing new kitchen and concession space as well as renovating existing spaces to meet changing demands and enhance F&B capabilities?

17. Has your team worked for facilities where catering and concessions are under two separate agreements? If so, what challenges did this present and what was needed to make this arrangement successful?

18. Do your operations offer fee-based models to facility operators and include performance-based incentives? If so, what metrics are utilized to review performance?

19. What expenses do you consider to be the operators direct operating cost?

20. Does the F&B operator or facility hold the liquor licenses? What is your responsible alcohol service program or guidelines?

21. What green or sustainability measures does your company participate in?

22. Does your company partake in preventative maintenance programs or mutual reserve funds for repairs, maintenance, and marketing?

IV. Response Format

Food & Beverage operators may respond to this RFI be providing written responses directly to our Director of Procurement, contact information below:

Melinda Gentry Director of Procurement 502-367-5250 Melinda.gentry@kyvenues.com

Deadline:

RFI responses are due by June 24, 2024, by 3:30pm EST.

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