Final_RFP_540_2600000035_1_SO_FORM.PDF

Document ID: RFP 540 2600000035 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Kentucky Educators Rising Program and Conference Sponsorship

Date Issued:

08/25/2025 Record Date:

08/19/2025

Solicitation Closes Date:

09/12/2025 Time:

16:00

Solicitation No:

RFP 540 2600000035

Online Bidding Prohibited: No For Information Call:

Allison Sadler 502-564-1979

Bid Receiving Location:

Bid Receiving

See Terms & Conditions for Bid Submission Instructions

Other KY

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

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

Document ID: RFP 540 2600000035 Page: 2

Line Items

Commodity Group: Default

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

1 Kentucky Educators Rising Program and Conference Sponsorship

1.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

96377 Sponsorships (All Types)

Extended Description This sponsorship opportunity is being issued by the Department of Education, an agency of the Education and Workforce Development Cabinet, and is issued in accordance with KRS 45A.097. The purpose of this document is to solicit one or more sponsors to provide lunch, supplies, advertising, and financial support for the Kentucky Educators Rising Conference.

Educators Rising Kentucky, formerly known as Future Educators of America (FEA), is the Career and Technical Student Organization (CTSO) for middle and high school students interested in the field of education-related careers. As the state affiliate, Educators Rising Kentucky partners with Phi Delta Kappa to create a national network helping students build resources and create connections that can significantly impact educational opportunities through co-curricular and extracurricular activities. Through local chapter or individual membership, Educators Rising Kentucky students have opportunities to participate in projects that assist and recognize educator practices through local, state, and national conferences as well as performance-based competitions. The 2025 Kentucky conference saw a record attendance with 826 students.

Shipping Information KDE - Division of Financial Managment

300 Sower Blvd, 5th Floor, CSW

Frankfort KY 40601

Billing Information KDE - Division of Financial Managment

300 Sower Blvd, 5th Floor, CSW

Frankfort KY 40601

Document ID: RFP 540 2600000035 Page: 3

Submission Checklist

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

Item Responsiveness:

Conciseness/clarity Title page/table of contents Transmittal letter Sponsor information Sponsor and Background:

Date Established Brief historical information Nature of business Compatibility with Mission of Kentucky Department of Education Sponsorship/Cost Proposal:

Include sponsorship level(s) being offered to the Kentucky Educators Rising Program and Conference .

Sponsorship Opportunity

Kentucky Educators Rising Program and Conference

Kentucky Department of Education

Section I

General Information

A. Purpose of this Document

This sponsorship opportunity is being issued by the Department of Education, an agency of the Education and Workforce Development Cabinet, and is issued in accordance with KRS 45A.097. The purpose of this document is to solicit one or more sponsors to provide lunch, supplies, advertising, and financial support for the Kentucky Educators Rising Conference. The anticipated award date is October 1, 2025 for a one-year period.

Educators Rising Kentucky, formerly known as Future Educators of America (FEA), is the Career and Technical Student Organization (CTSO) for middle and high school students interested in the field of education-related careers. As the state affiliate, Educators Rising Kentucky partners with Phi Delta Kappa to create a national network helping students build resources and create connections that can significantly impact educational opportunities through co-curricular and extracurricular activities. Through local chapter or individual membership, Educators Rising Kentucky students have opportunities to participate in projects that assist and recognize educator practices through local, state, and national conferences as well as performance-based competitions. The 2025 Kentucky conference saw a record attendance with 826 students.

B. Submission Dates and Instructions

Responses shall be delivered by 4:00 p.m., September 12, 2025 (EST).

Proposals shall be received by electronic submission in the eProcurement system, Kentucky Vendor Self Service System.

An electronic proposal shall 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 bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://vss.ky.gov.

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2600000035 Final Kentucky Educators Rising Program and Conference Sponsorship

Total Pages: 13 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.

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload impediments shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged. Instructions “How to Submit an Online Response for a Business Opportunity” are posted to Kentucky’s Vendor Self Service, https://vss.ky.gov . If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-HELP (4357).

Proposals shall be submitted in three (3) parts: The Technical Proposal, the Sponsorship/Cost Proposal, and Proprietary Information. Each part shall consist of one document attachment.

Do not submit multiple document attachments as Technical, Cost or Proprietary. All files shall be labeled accordingly. Attachments may not exceed 65,000 KB.

a. The Technical Proposal shall be submitted on one (1) document marked Technical (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos. The document should be named in the following manner: Technical – Name of offeror RFP number

b. The Sponsorship/Cost Proposal shall be submitted on one (1) document marked Cost (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos. The document should be named in the following manner: Sponsorship/Cost – Name of offeror RFP number

c. Any Proprietary Information shall be submitted on one (1) document marked Proprietary (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos. The document should be named in the following manner: Proprietary – Name of offeror RFP number

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

PRICING INFORMATION IN THE TECHNICAL PROPOSAL.

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.

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Sponsorship

Total Pages: 13 https://vss.ky.gov mailto:Finance.CRCGroup@ky.gov

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.

C. Inquires

Contacts with agents of the Commonwealth for information concerning response procedures shall be limited to the representative listed below. All communications concerning this document shall be addressed to:

Allison Sadler

Allison.Sadler@education.ky.gov

It should be understood that any verbal representations made or assumed to be made during any oral discussions are not binding on the Kentucky Department of Education or the Commonwealth of Kentucky.

D. Verification/Clarification of Information

The Kentucky Department of Education may request verification/clarification documentation from the Sponsor of any information provided in its response.

E. Cost of Preparing Response

Costs for developing the response are solely the responsibility of the Sponsor. The Kentucky Department of Education shall provide no reimbursements for such costs.

F. Cancellation

The Kentucky Department of Education may, upon a thirty-day (30) written notice to the

Sponsor, terminate this agreement completely or in part, for any reason including convenience or for default pursuant to 200 KAR 5:312. In such event, all documents, data, studies, and reports prepared for the Kentucky Department of Education under the Award shall become property of the Kentucky Department of Education. Any equipment, goods, or services remaining may be paid back to the vendor, unless for default. In the event that the Award is terminated for default, the Sponsor shall forfeit their equipment or goods to Kentucky Department of Education.

Pursuant to KRS 45A.105 the Kentucky Department of Education reserves the right to cancel or reject responses that are deemed not to be in the best interest of the Commonwealth of Kentucky.

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2600000035 Final Kentucky Educators Rising Program and Conference Sponsorship mailto:Allison.Sadler@education.ky.gov

G. Endorsement

Sponsorship shall not constitute an endorsement of a particular business by the

Commonwealth as the sole vendor of choice.

H. Right to Reject/Waiver of Minor Irregularities

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

Section II

Scope

A prospective Sponsor may respond with an offer to supply one or more of the following:

Presenting Sponsor - $45,000 and up

The presenting sponsorship underwrites lunch for all conference attendees- over 1,000 students and educators from across Kentucky.

The following benefits will be made to the successful Respondent(s) for a one-year period:

1. The conference will be branded as the “Kentucky Educators Rising Conference” presented by “[Your Organization Name].”

2. Your organization’s logo on branded marketing materials, including but not limited to KDE press releases, news stories on Kentucky Teacher, and social media posts related to the conference.

3. Your logo featured on the GoTeachKY Educators Rising webpage.

4. A representative from your organization will be invited to help welcome attendees during the opening session of the conference.

5. Opportunities to attend and engage in the statewide Educators Rising Conference and related events.

6. Statewide media outlets regularly cover the conference and related announcements, amplifying sponsor visibility.

7. KDE will issue a press release to statewide media outlets highlighting the partnership and sponsor involvement.

8. Post-conference thank-you communications to participants and stakeholders will include your organization’s logo and acknowledgment of your support.

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Sponsorship

Conference T-Shirt & Promotional Swag Sponsor - $25,000 and up

This sponsorship ensures every attendee receives a conference T-shirt and promotional swag.

1. Your organization’s logo on branded marketing materials, including KDE press releases, news stories on Kentucky Teacher, and social media.

2. Your organization’s logo on event merchandise, which may include apparel, signage, certificates, and awards.

3. Your logo on the GoTeachKY Educators Rising webpage.

4. Representatives from your organization will be invited to help welcome attendees during the opening session of the conference.

5. Statewide media outlets regularly cover the conference and related announcements.

6. KDE will issue a press release to statewide media outlets detailing the new partnership.

7. Post-ceremony thank you notes sent to those who attended will include your company’s logo.

Supporting Sponsor - $2,500 and up

1. Logo featured on the KDE Educators Rising webpage with a clickable link

2. Logo included in the digital event program and looping conference slideshow

3. Recognition in a dedicated social media post from KDE

4. Option to provide a digital flyer, discount code, or resource link in the attendee materials

5. Recognition in KDE’s post-conference thank-you email to participants

6. KDE will issue a press release to statewide media outlets detailing the new partnership.

7. Post-ceremony thank you notes sent to those who attended will include your company’s logo.

Activities will be conducted in accordance with all applicable federal, state, and local laws, regulations, and guidance related to the protection of public health.

Section III

Statement of Sponsorship

General Nature of Proposed Sponsorship

The Kentucky Department of Education is an agency of the Commonwealth of Kentucky. As such, we must comply with applicable state laws, regulations, and procedures as they relate to donations, sponsorships, procurement, and other acquisitions.

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2600000035 Final Kentucky Educators Rising Program and Conference

Section IV

General Conditions

A. Sponsor’s Responsibilities during the Award Term

The Kentucky Department of Education is an agency of the Commonwealth of Kentucky. As such, we must comply with applicable state laws, regulations, and procedures as they relate to donations, sponsorships, procurement, and other acquisitions.

B. The Kentucky Department of Education’s responsibilities during the Award Term

Signage in the Kentucky Department of Education display at the event recognizing the sponsor.

Advertising and commercial considerations available include, but are not limited to, signage, sponsor logo on clothing, etc. The Kentucky Department of Education reserves the right to restrict sponsor logos used on clothing or items that violate the Executive Branch Dress Code.

C. Modifications to Award

Any modifications to the Award shall be in writing and processed through the Kentucky Department of Education representative as identified herein.

D. Disputes

Except as otherwise provided in this document, a question or act arising under the Award which is not disposed of by mutual agreement shall be decided by the Finance and Administration Cabinet of the Commonwealth of Kentucky.

Pending final determination of any dispute hereunder, the Sponsor shall proceed diligently with the performance of the Award and in accordance with the Finance and Administration Cabinet.

This section does not preclude consideration of legal questions in connection with the decision provided for above, provided that nothing in the Award shall be construed as making final the decision of any administrative official, representative, or board on a question of law.

E. Forums and Venue

This Award shall be construed according to the laws of the Commonwealth of Kentucky. Any legal proceedings against the Commonwealth regarding any resultant Award shall be brought in Commonwealth of Kentucky administrative or judicial forums. Pursuant to KRS 45A.245, the venue must be in Franklin County, Kentucky.

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F. Nondiscrimination

The Equal Employment Opportunity Act of 1978 (the “Act”), KRS 45.560 to 45.640, applies to all State government contracts or subcontracts in an amount exceeding $500,000. The contractor shall comply with all terms and conditions of the Act.

During the performance of this contract, the Contractor agrees as follows:

(a) The Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age forty (40) and over, disability, veteran status, or national origin or.

(b) The Contractor shall take affirmative action in regard to employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination rates of pay or other forms of compensation, and selection for training, so as to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, sex, age forty (40) and over, disability, veteran status, and national origin. Such action shall include, but not be limited to the following:

(c) The Contractor shall state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age forty (40) and over, disability, veteran status, or national origin.

(d) The Contractor shall post notices in conspicuous places, available to employees and applicants for employment, setting forth the provisions of this non-discrimination clause.

The Contractor shall send a notice to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding advising the said labor union or workers' representative of the Contractor's commitments under this nondiscrimination clause.

The Contractor's noncompliance with the nondiscrimination clauses of this contract shall constitute a material breach of the contract.

Each Contractor shall, for the length of the contract or at the point at which the contract is covered by this Act and until its conclusion, furnish such information as required by the Act and any rules, regulations and orders issued pursuant thereto and permit access to all books and records pertaining to his employment practices and work sites by the contracting agency and the Cabinet to ascertain compliance with the Act.

This section applies to agreements disbursing federal funds, in whole or part, only when the terms for receiving those funds mandate its inclusion.

G. Certificate of Authority

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2600000035 Final Kentucky Educators Rising Program and Conference

The Sponsor or Sponsors deemed most susceptible for award shall furnish a copy of the official documentation, such as certificate of authority and/or appropriate filing of certificate of assumed name, which authorizes the vendor to conduct business in the Commonwealth of Kentucky as a domestic or foreign corporation or other recognized business entity, prior to contract award.

The Commonwealth reserves the right to verify any information provided prior to contract award. Furthermore, a failure to maintain any and all required proper authorization to conduct operations in Kentucky under the specified business name of the vendor during the life of any contract awarded may be deemed a breach of contract by the vendor and treated accordingly by the Commonwealth.

H. Access to Records The state agency certifies that it is in compliance with the provisions of KRS 45A.695, "Access to contractor's books, documents, papers, records, or other evidence directly pertinent to the contract." The Contractor, as defined in KRS 45A.030, agrees that the contracting agency, the Finance and Administration Cabinet, the Auditor of Public Accounts, and the Legislative Research Commission, or their duly authorized representatives, shall have access to any books, documents, papers, records, or other evidence, which are directly pertinent to this agreement for the purpose of financial audit or program review. The Contractor also recognizes that any books, documents, papers, records, or other evidence, received during a financial audit or program review shall be subject to the Kentucky Open Records Act, KRS 61.870 to 61.884.

Records and other prequalification information confidentially disclosed as part of the bid process shall not be deemed as directly pertinent to the agreement and shall be exempt from disclosure as provided in KRS 61.878(1)(c).

Section V

Technical Response Format

A. Responsiveness

In order to be considered for selection, responses submitted by the Sponsor shall be completely responsive to this document. All conditions printed herein are hereby made a part of the conditions under which the response is submitted and shall be incorporated into any Award on this project. Further, the contents of a response shall become part of any Award resulting from that response.

B. Technical Response

The technical Response is requested to be brief and concise and should include the following:

1. Title Page with contact information

2. Table of Contents (if applicable)

3. Any deviations from stated requirements

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4. Sponsor Background including date established and a brief history

5. Sponsorship Response

6. Notarized Affidavit for Bidders, Offerors and Contractors

Signed and Notarized Required Affidavit for Bidders or Offerors - available at the following link:

https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx.

Signed and Notarized Required Affidavit for Bidders, Offerors and Contractors Claiming Resident Bidder Status – if applicable. Available at the following link:

*Offerors not claiming Resident Bidder Status need not submit this affidavit.

Signed and Notarized Required Affidavit for Bidders, Offerors and Contractors Claiming Qualified Bidder Status – if applicable. Available at the following link:

*Offerors not claiming Qualified Bidder Status need not submit this affidavit.

Section VI

Technical Response Evaluation

The Kentucky Department of Education shall evaluate all technical responses in accordance with KRS 45A.097. Each response shall be evaluated as follows:

Responsiveness to Solicitation - 200 points

Conciseness/clarity

Title page/table of contents Transmittal letter

Sponsor information

Sponsor and Background - 200 points

Date Established

Brief historical information

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Total Pages: 13 https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx

Nature of business – Compatibility with Mission of Kentucky Department of Education

Sponsorship/Cost Proposal - 600 points

Include sponsorship level(s) being offered to the Kentucky Educators Rising Program and Conference .

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

PRICING INFORMATION IN THE TECHNICAL PROPOSAL.

Total Points - 1000 points

The technical response shall be evaluated and scored by the Kentucky Department of Education evaluation committee.

Kentucky Department of Education reserves the right to utilize the full amount of any monetary sponsorship for other expenses incurred during the Kentucky Educators Rising Program and Conference

The technical response shall be evaluated and scored by the Kentucky Department of Education evaluation committee.

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