Final_RFP_235_2400000310_1_SO_FORM.PDF

Document ID: RFP 235 2400000310 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Shuttle-Tram Partner for the Kentucky State Fair Board

Date Issued:

03/18/2024 Record Date:

03/14/2024

Solicitation Closes Date:

04/01/2024 Time:

15:30

Solicitation No:

RFP 235 2400000310

Add addendum vendor questions and to update closing time Online Bidding Prohibited: No For Information Call:

Tim Wiard 502-367-5245

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: RFP 235 2400000310 Page: 2

Line Items

Commodity Group: Default

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

1 Bus/Tram/Shuttle Rental 5000.00000 HOUR

Comm Code Comm Description Manufacturer Model # Manuf Part #

97585 Tram Rental or Lease (Touring, etc.)

Extended Description The purpose of this Request for Proposal (RFP) is to solicit proposals for competitive negotiations pursuant to 200 KAR 5:307. The Kentucky State Fair Board is looking to set up a master agreement for the rental of Buses and/or Shuttle or Trams with operators to transport customers, clients and staff around and between any of the Kentucky State Fair Board managed properties. The company that secures this master agreement will provide a minimum of $10,000 of in kind bus/shuttle/tram service to Kentucky State Fair Board to be used for its Kentucky Venues managed properties and "in house" shows such as the Kentucky State Fair, North American International Livestock Exposition, or National Farm Machinery Show and any other event as needed.

In exchange for this minimum in kind investment, the company will be identified as a "Shuttle-Tram Partner" of Kentucky Venues.

In exchange for sponsoring at a higher level than $10,000 in kind, sponsor benefits could include permanent signage in Freedom Hall and at Kentucky Exposition Center exterior gates 4 and 6. Amount of signage is determined by additional level of investment above the $10,000.

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

Louisville KY 40209

Billing Information Kentucky Exposition Center Accounts Payable PO Box 37130

Louisville KY 40233

Document ID: RFP 235 2400000310 Page: 3

Submission Checklist

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

Item Bid Information-Completed Transmittal Letter

ELECTRONIC BID SUBMISSION

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

Bid information MUST be completed online. Response must contain all required information for the Solicitation. A separate Bid Sheet is attached and must be included with the response. Bidders MUST enter $.01 in the Unit Price field as the electronic bid.

This is the ONLY pricing that is to be entered electronically. All actual pricing must be on the Bid Sheet.

All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://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 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 4

2400000310 Shuttle-Tram Partner for the Kentucky State Fair Board https://vss.ky.gov

ATTACHMENT A

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

For Shuttle-Tram Partner for the Kentucky State Fair Board

RFP 235 2400000310

Release Date:03/18/2024

CLOSING DATE AND TIME 04/01/2024, at 3:30pm EST

Issued by The Kentucky State Fair Board

Buyer Name Tim Wiard

Kentucky State Fair Board Kentucky Exposition Center

937 Phillips Ln Purchasing Department

Louisville, KY 40209

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

Document Description Page 5

TABLE OF CONTENTS

Section 10 – Introduction and Overview Section 20 – Procurement Requirements Section 30 – Scope of Work Section 40 – Proposal Submission Section 50 – Proposal Evaluation Section 60 – Negotiations Section 70 – Attachments

Section 10 – Introduction and Overview

10.1 Introduction and Overview

Purpose

The Kentucky State Fair Board (KSFB) 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 a Shuttle-Tram Partner for the Kentucky State Fair Board.

10.2 Issuing Office

The Kentucky State Fair Board (KSFB) – Kentucky Exposition Center. The Kentucky State Fair Board is an agency of the Commonwealth of Kentucky.

10.3 Access to the Solicitation, RFP and Addenda

The KSFB wants each prospective vendor to have full and complete information on which to base a proposal response. Only information presented or referred to in this RFP and any additional written information that is supplied by the KSFB Buyer shall be used by vendors in preparing the response.

The solicitation, addenda, and attachments shall be posted to the Kentucky Vendor Self Service site at https://vss.ky.gov

If not already registered on this site, it will be necessary to register to access the solicitation and submit a bid online. It is recommended that a vendor register at least seven (7) days before submitting a bid.

In the event of any conflict or variation between the solicitation or modification as issued by the KSFB and the vendor’s response, the version as issued shall prevail.

10.4 RFP Terminology

For the purpose of this RFP, the following terms may be used interchangeably:

Document Description Page 6

2400000310 Shuttle-Tram Partner for the Kentucky State Fair o Proposer, Offeror, Contractor, Provider, or Vendor o Buyer, Purchaser, or Purchasing Officer o RFP, Solicitation, or Procurement o Bid, Proposal, or Offer o Agency, Board, Kentucky State Fair Board, Kentucky Exposition

Center, Kentucky Fair and Exposition Center, Kentucky Venues and KSFB o Fiscal Year will be defined as: July 1 through June 30 o Requirements that include the words “Shall”, “Will”, “Must” indicate a mandatory requirement

10.5 Restrictions on Communications

The KSFB Buyer named on the Cover Sheet of this RFP shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular, express, or electronic mail, or fax), concerning this procurement shall be addressed to the Buyer.

For violation of this provision, the KSFB reserves the right to disqualify the vendors’ proposal response.

10.6 Written Questions for this RFP

Vendors must submit any questions on Attachment B (Vendors Question Form) to the Buyer via email at tim.wiard@kyvenues.com KSFB shall respond to salient questions by issuing an addendum to the solicitation. It will be posted to the Kentucky Vendor Self Service site.

10.7 Notification of Award of Contract

The procurement process will provide for the evaluation of proposals and selection of the successful proposal.

To view the award of contract(s) and the contractor(s) receiving the award(s) for this solicitation, access the Kentucky Vendor Self Service site at https://vss.ky.gov Vendors can search for the solicitation title or number in the keyword search field or can filter their search for only awarded solicitations by clicking on Advanced Search and changing the status to “Awarded”. The award(s) information can be accessed by clicking on the details button of the solicitation and clicking the “Notice of Award” tab. It is the vendor’s responsibility to review this information in a timely fashion.

No other notification of the results of an award of contract will be provided.

10.8 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.

Document Description Page 7

Board mailto:tim.wiard@kyvenues.com

Any actual or prospective offeror or contractor, who is aggrieved in connection with solicitation or selection for award of a contract, may a file 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.

10.9 Estimated Schedule of RFP Activities

The following table presents the anticipated schedule for major activities associated with the RFP distribution, proposal submission, proposal evaluation process, and contract award. The KSFB reserves the right at its sole discretion to change the Schedule of Activities, including the associated dates and times.

Anticipated Schedule of Activities

Release of RFP

03/18/2024

Vendors’ Written Questions due by 2:00 PM EST

(SUBMIT QUESTIONS ON ATTACHMENT B-VENDORS’

QUESTION FORM)

3/22/2024

Response to Vendors’ Written Questions

3/26/2024

Proposals due by 3:30 PM EST

04/01/2024

Section 20 – Procurement Requirements

20.1 Procurement Requirements

The Kentucky State Fair Board’s (KSFB) acceptance of the contractor’s offer in response to the solicitation, indicated by the issuance of a contract award shall create a valid contract between the Parties consisting of the following:

Document Description Page 8

1. Any written Agreement between the Parties

2. Any Addenda to the Solicitation

3. The Solicitation and all attachments

4. Any Best and Final Offer

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

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

20.2 Final Agreement

The contract represents the entire agreement between the parties with respect to the subject matter hereof. Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon this contract.

20.3 Contract Provisions

If any provision of this contract (including items incorporated by reference) is declared or found to be illegal, unenforceable, or void, then both the KSFB and the contractor shall be relieved of all obligations arising under such provision. If the remainder of this contract is capable of performance, it shall not be affected by such declaration or finding and shall be fully performed.

20.4 Addition or Deletion of Items or Services

The KSFB reserves the right to add new and similar items, by issuing a contract modification, to this contract with the consent of the vendor. Until such time as the vendor receives a modification, the vendor shall not accept delivery orders from any agency referencing such items or services.

20.5 Changes and Modifications to the Contract

No modification or change of any provision in the contract shall be made, or construed to have been made, unless such modification is mutually agreed to in writing by the contractor and the Kentucky State Fair Board and incorporated as a written amendment to the contract.

20.6 Payments

Payments are predicated upon successful completion and acceptance of the described work, services, supplies, or commodities, and delivery of the required documentation.

Invoices for payment shall be emailed to: Invoices@kyvenues.com.

20.7 Termination

Any contractor who is determined in writing by the purchasing officer to be in breach of any of the terms and conditions of a contract with the Kentucky State Fair Board, shall be declared in default and the contract may be terminated.

Document Description Page 9

2400000310 Shuttle-Tram Partner for the Kentucky State Fair mailto:Invoices@kyvenues.com

The KSFB may terminate a contract because of the contractor's failure to perform its contractual duties.

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 KSFB may terminate a contract for convenience if the purchasing officer has determined that termination will be in the Board’s best interests. The Board shall provide the contractor thirty (30) calendar days written notice of termination of the contract, unless the Board, makes a written determination that a shorter notice of termination for convenience is in the best interest of the Kentucky State Fair Board.

Termination notice. The purchasing officer shall terminate the contract by written notice to the contractor.

Section 30 – Scope of Work

30.1 Scope of Work

The purpose of this Request for Proposal (RFP) is to solicit proposals for competitive negotiations pursuant to KRS247.147 The Kentucky State Fair Board (KSFB) is looking to set up a master agreement for the rental of Buses, Shuttles and Trams with operators to transport customers, clients, and staff around and between the Kentucky State Fair Board managed properties along with other properties from other locations that may be utilized by KSFB during events.

Vendor shall propose equipment with operators in various sizes of capacity and types (see Attachment E). Vehicles must be able to drive on various terrains (grass, gravel, etc.) including public roads. They must be ADA compliant. The equipment should have a smooth ride and smooth braking capability. They must have a low load height for ease of loading passengers. This equipment must include at a minimum 34 passenger buses and 49 passenger coach buses and an open tour bus/tram, often referred to as an open-top tour bus, is a type of sightseeing vehicle that features an open-air or convertible top. Our preferred style of open-air tram is those of which can have a variable number of cars that can be linked together, often referred to as the caterpillar style of tram. The open-air design also allows for an easier and quicker boarding process which increases rider efficiency with large crowds.

The estimated yearly usage is:

Open top to tour bus/tram for approximately 130 hours, 34 passenger buses for approximately 261 hours and 49 passenger coach buses for approximately 132.5 hours

Document Description Page 10

This estimate is not to be taken as a guarantee. KSFB reserves the right to change those quantities up or down as needed.

The vehicles must be new or in a new-like condition and must be clean and sanitary while in use for KSFB.

Vendor will be responsible for all necessary repairs to their equipment and if equipment breaks down or needs repairs while being used by the KSFB will require the vendor to send substitute equipment at no additional charge to the KSFB.

These vehicles are going to be used during all types of weather and must have some kind of weather protectant on them to keep everyone safe and dry from the weather.

Vendors should be aware that these vehicles with operators could be needed for ten (10) hours or more a day. No overtime rates will be paid. Vendor must schedule staff appropriately so only straight time rates will apply.

30.2 Insurance

Vendor agrees to provide, at its own expense, primary liability insurance covering all claims for damages that occur while equipment or services are being provided, by a company certified to do business in the State of Kentucky, insuring both the Lessee and the Board, with policy limits of $1,000,000 per occurrence to insure against any and all claims associated with or arising out of a final Agreement.

Vendor shall deliver a certificate of liability insurance to the KSFB Purchasing Department within thirty (30) days after award of contract, reflecting this coverage.

Each year the contract is renewed the vendor must deliver a new certificate of liability insurance within thirty (30) days of the renewal date. It shall be the successful bidder’s responsibility to always maintain this insurance coverage and to notify the KSFB Purchasing Department of any changes/additions which may occur.

Vendor shall have Workers Compensation and Employers Liability insurance policy with Kentucky statutory limits for workers compensation for all employees.

30.3 Equipment

Vendor should submit Attachment E with a list of all the equipment they are proposing in various sizes and types that will be available for use at any one time if they are the successful bidder.

30.4 Term of Contract and Renewal Options

Document Description Page 11

The initial term of the Contract shall be for a period of 1 (year) from the effective date of the Award of Contract.

This Contract may be renewed at the completion of the initial Contract period for 4 (four) additional 1 (one) year periods upon the mutual agreement of the Parties.

The KSFB reserves the right not to exercise any or all renewal options. The KSFB reserves the right to extend the contract for a period less than the length of the above-referenced renewal period if such an extension is determined to be in the best interest of the KSFB.

The KSFB reserves the right to renegotiate any terms and/or conditions as may be necessary to meet requirements for the extended period. 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 for an extended period.

30.5 Subcontractors

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 the performance of the entire Contract whether subcontractors are used. The KSFB shall not be involved in the relationship between the prime contractor and the subcontractor. Any issues that arise because 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 40 – Proposal Submission

40.1 Submission of RFP Response

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

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

Failure to specifically acknowledge addenda with submission 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.

40.2 Electronic Proposal Submission

Proposals must be received by electronic submission in the eProcurement system.

Document Description Page 12

The electronic proposal must be authorized by the proper agent of the firm by the act of submitting it electronically through the eProcurement system.

Proposal information MUST be completed online. Response must contain all required information for the Solicitation. All attachments must be completed and attached to the solicitation response as per the instructions in How To Submit an Online Response (Attachment D).

All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at: https://vss.ky.gov Vendors should allow 24 – 48 hours to complete their Vendor Registration.

Vendors must be logged in to their Vendor Self Service (VSS) account 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.

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-HELP (4357).

Proposals submitted online must be in an “Accepted” status and shall be assigned a date and time stamp from the eProcurement system at the time of final acceptance and formal submission by the vendor.

The system will not allow submission of an online proposal after the published date and time for closing.

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

40.3 Format of Response

A. Proposals shall be submitted in separate parts: the Technical Proposal, Attachments, Cost Proposal, and Proprietary Information, if applicable.

All attachments must be added to the response per section 3 paragraph 5 step 3 (Add Attachments) on page 6 of the instructions on How to Submit an Online Response.

Attachments may not exceed 65,000 KB.

Document Description Page 13

2400000310 Shuttle-Tram Partner for the Kentucky State Fair Board mailto:Finance.CRCGroup@ky.gov

1. Proposals must be submitted electronically in the eProcurement

System: (See Attachment D How to Respond to an Online Bid through the Kentucky Vendor Self Service site).

a. The Technical Proposal shall be submitted on one (1) document marked Technical (in Microsoft Word, Microsoft Excel or PDF format ONLY) and attached to the submission response. The document shall be named in the following manner: Technical – Name of offeror RFP number.

b. The Attachments, if any, shall be submitted on separate attachments and named in the following manner:

Attachment Letter (B, C, etc) - Name of Attachment

c. The Cost Proposal shall be submitted on one (1) document marked Cost (in Microsoft Word, Microsoft Excel or PDF format ONLY) attached to the solicitation response. The document should be named in the following manner:

Cost – Name of offeror RFP number

d. Any Proprietary Information shall be submitted on one (1) document marked Proprietary (in Microsoft Word, Microsoft Excel or PDF format ONLY) attached to the solicitation response. The document should be named in the following manner:

Proprietary – Name of offeror RFP number

Do not include embedded documents, hyperlinks or hyperlinks to videos to any attachments on the solicitation documents.

Pricing shall only be provided in the Cost Proposal.

DO NOT INCLUDE ANY PRICING INFORMATION IN THE TECHNICAL

PROPOSAL.

Your proposal will be deemed non-responsive if any pricing information is included in the technical proposal.

All submitted Technical and Cost Proposals shall remain valid for a minimum of six

(6) months after the proposal due date.

39.4 Technical Proposal Content must include:

A. Transmittal Letter

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The transmittal letter should be on the Vendor’s letterhead and signed by an agent authorized to bind the Vendor and should be attached to the Technical Proposal. The transmittal letter should include the following:

1. A statement that deviations, if applicable. Proposed deviations must be outlined in the Transmittal Letter.

(Any deviations from the provisions of the Solicitation must be specifically identified by the vendor in its proposal, which if successful, shall become part of the Contract. Such deviations shall not conflict with the basic nature of Technical and Cost requirements of this Solicitation. Deviations must be outlined in the Transmittal Letter. The KSFB reserves the right to reject any and/or all deviations in whole or in part. Proposals that take exception/deviations to procurement requirements may be deemed non-responsive.)

i. The name, address, telephone number, fax number, and email address of the contact person for this RFP; and

ii. The name, address, telephone number, fax number and email address of the contact person to serve as a point of contact for day-to-day operations; and

iii. Subcontractor information to include name of company, address, telephone number and contact name, if applicable

39.5 The Proposed Technical Proposal Solution Content

Response should be based on requirements in Section 30.1 – 30.5 of this RFP. The responses and all attachments that are to be completed must be attached to their solicitation submission and must include the following:

1. Executive Summary: An Executive Summary of the proposed Technical approach. Two (2) page limit. Summary should highlight the major features of the proposal. An evaluator should be able to determine the essence of the proposal by reading the executive summary. Vendor that doesn’t include an executive summary, or exceeds the two (2) page limit, will be deemed nonresponsive.

2. Detailed Response: The Response should provide an approach to the mandatory requirements and shall also include:

a. Detailed Response Solution including minimum requirements of Section 30.1 – 30.5.

b. Vendor is to list the equipment they can provide and the quantity that they would have available at any

Document Description Page 15 time, including pictures of equipment. Vendors should propose equipment for transporting different capacities of patrons on Attachment E and any supporting pictures are to be attached to the proposal submitted or it could be deemed non-responsive.

c. Value added: This is the proposers’ opportunity to highlight, in summary format, recommendations, innovations, practices, business strategies that distinguishes them from their competitors: include at a minimum: -Experience with venues/facilities and/or events, provide a description of services:

-Management structure: - Ideas, concepts, and innovative approaches.

DO NOT INCLUDE ANY COST IN THE TECHNICAL RESPONSE. COST SHOULD BE

SUBMITTED SEPERATELY

Any mandatory documents not attached to the submitted proposal will cause their proposal to be deemed nonresponsive.

39.6 Cost Proposal Content

The vendor must provide its costs for the proposed solution on Attachment C (Cost Proposal Form) and attach it to the solicitation submission document.

Vendor shall also include Sponsorship Opportunities on this form (Attachment C) that include any sponsorships for cash or in-kind service value to the KSFB managed properties and “in house” shows such as the Kentucky State Fair, North American International Livestock Exposition, or the National Farm Machinery Show and any other event as needed.

The KSFB is Tax Exempt. Do not include Federal Excise Tax, Kentucky Sales or Use Tax in proposed costs.

Costs for developing the proposals are solely the responsibility of the offerors. The KSFB shall not provide any reimbursement for such costs.

A proposal shall not be considered for award if the price in the proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other offeror or with any competitor. In addition, the offeror is prohibited from making multiple proposals in a different form.

40.7 Registration with the Secretary of State by a Foreign Entity

Pursuant to KRS 45A.480(1)(b), an agency, department, office, or political subdivision of the Commonwealth of Kentucky shall not award a state contract to a person that is a foreign entity is required by KRS 14A.9-010 to obtain a certificate of authority to transact business in the Commonwealth (“certificate”)

Document Description Page 16 from the Secretary of State, therefore, foreign entities must submit a copy of their certificate with their solicitation response or it will be considered non-responsive.

Section 50 – Proposal Evaluation

50.1 Proposal Evaluation

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

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

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

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

Technical Proposal Evaluation

Technical Proposal Evaluation Criteria Points Possible

Technical Approach (See Section 40.5.2a) 400 List of Equipment (See Section 40.5.2b) 100

Value Added (See section 40.5.2c) 100 Maximum point Possible 600

Cost Proposal Evaluation

Criteria Maximum Points Possible

Proposed Cost of Solution 300 Sponsorship 100

Maximum Points Possible 400

Total Proposal Evaluation

Criteria Maximum

Points Possible Technical Proposal 600

Cost Proposal 400

Document Description Page 17

MAXIMUM POINTS POSSIBLE

Section 60 – Negotiations

60.1 Negotiations

The KSFB reserves the right to negotiate a contract with the top-ranked vendor. In the event the KSFB cannot reach agreement with the top-ranked vendor, it may proceed to negotiate with the next highest ranked vendor, and so on. It is KSFB’s intent to award a contract to the vendor with whom successful negotiations are completed.

Terms and conditions that may be negotiated at the sole discretion of the KSFB include but are not limited to issues related to the Technical and/or Cost Proposals.

Section 70 – Attachments

70.1 Attachments

Attachments indicated below may be downloaded by accessing the “Attachment” link found on the solicitation details view page where this RFP was downloaded. Once the Attachment link is accessed, select the file name you wish to download, and select the “Download Attachment” hyperlink. For assistance with downloading these attachments please contact the Buyer.

ATTACHMENT A – This RFP Document ATTACHMENT B – Vendor Question form ATTACHMENT C –Cost Proposal ATTACHMENT D – How to Respond to Online Bid through Kentucky Vendor Self Service Website ATTACHMENT E – Equipment List ATTACHMENT F – Mandatory Check List

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