Final_RFP_550_2500000348_1_SO_FORM.PDF

Document ID: RFP 550 2500000348 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Design Fabrication & Install - History Museum Exhibit - RtS

Date Issued:

07/15/2025 Record Date:

07/02/2025

Solicitation Closes Date:

08/15/2025 Time:

16:00

Solicitation No:

RFP 550 2500000348

Online Bidding Prohibited: Yes For Information Call:

Karen Marlowe 502-782-0320

Bid Receiving Location:

Kentucky Historical Society Ken Mitchell 100 W Broadway Street

Frankfort KY 40601

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 550 2500000348 Page: 2

Line Items

Commodity Group: Default

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

1 Exhibit Design Fabrication and Install

Comm Code Comm Description Manufacturer Model # Manuf Part #

95836 Exhibition/Exposition Management Services

Extended Description Qualified exhibit production contractors to design, fabricate, and install a temporary museum exhibit for display in the Thomas D. Clark Center for Kentucy History

Shipping Information

Billing Information

Document ID: RFP 550 2500000348 Page: 3

Submission Checklist

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

Item

Revised May 2025

PROPOSAL SUBMISSION CHECKLIST

The vendor MUST include the following with the proposal submission.

If the items highlighted below are not submitted with the proposal submission, the Commonwealth MUST deem the proposal non-responsive and

SHALL NOT consider for award.

All other items MUST be submitted prior to award.

_____ SIGNED AND COMPLETED SOLICITATION –Section(s) 8.00 and 8.10 of this RFP

(not required if submitting electronically)

_____ *PROPOSED SOLUTION (TECHNICAL) UNDER SEALED COVER AND BY

CLOSING DATE --Section(s) 8.00 and 8.10 of this RFP

_____ *PROPOSED SOLUTION (COST) UNDER SEALED COVER AND BY CLOSING

DATE -- Section(s) 8.00 and 8.10 of this RFP

_____ TRANSMITTAL LETTER – Section 8.20 of this RFP

_____ PROOF OF REGISTRATION WITH SECRETARY OF STATE BY A FOREIGN

ENTITY -- Section 8.00 of the Personal Service Contract Terms and Conditions of this

RFP

_____ REQUIRED AFFIDAVIT(S) – Section 8.20 of this RFP

*The Commonwealth defines SEALED as “a closure that must be broken to be opened and that thus reveals tampering” (Merriam-Webster Dictionary, https://www.merriam-webster.com/ dictionary/seal

REQUEST FOR PROPOSAL

FOR

PERSONAL SERVICE CONTRACT

Tourism, Arts and Heritage/Kentucky Historical Society Revolution to Statehood Exhibit Design, Fabrication, and Installation 2500000348

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Total Pages: 25 https://www.merriam-webster.com/dictionary/seal https://www.merriam-webster.com/dictionary/seal

This document constitutes a Request for Proposals for a Personal Service Contract from qualified individuals and organizations to furnish those services as described herein for the Commonwealth of Kentucky, Tourism, Arts and Heritage/Kentucky Historical Society.

Offerors are advised that any personal service contract resulting from this RFP must comply with all applicable provisions of KRS 45A and KRS 12.210 prior to becoming effective.

A contract, based on this RFP, may or may not be awarded. Any contract award from this RFP is invalid until properly approved and executed by the Finance and Administration Cabinet and filed with the Legislative Research Commission, Government Contract Review Committee.

1.00 Purpose and Background

The Kentucky Historical Society (KHS) is soliciting proposals from qualified exhibit production contractors to design, fabricate and install a changing exhibit with an anticipated opening in April 2026 and running for 16-18 months.

The exhibit, Revolution to Statehood: Kentucky’s Founding in Myth and Memory (working title), will be installed in Keeneland Gallery, an enclosed exhibit space on the first floor of the Thomas D. Clark Center for Kentucky History in Frankfort, KY. The full gallery is nominally 4,500 square feet with permanent track lighting, plywood-backed drywall walls, and finished wooden floors. The Keeneland space will be configured into nominally two halves. This exhibit will be installed in only one of these two galleries and the layout could range from 2,250 – 2,750 sf.

Attachments to this RFP are:

Attachment A - Keeneland Gallery KHS floorplan

Attachment B - Keeneland Gallery KHS light grid

Attachment C - Keeneland Gallery Images of KHS exhibit

Attachment D – Exhibit Resources

Attachment E – Revolution to Statehood Narrative Outline

Attachment F – Revolution to Statehood Thematic Bubble Diagram

Attachment G – Revolution to Statehood Interpretive Plan

Attachment H – Revolution to Statehood Preliminary Artifact List

Attachment I – Revolution to Statehood Preliminary Archival List

Attachment J – Look & Feel

About KHS

The mission of the Kentucky Historical Society is to educate and engage the public through Kentucky’s history in order to meet the challenges of the future.

The Kentucky Historical Society (KHS) was formed in 1836 by a group of prominent Kentuckians intent on preserving the history of the Commonwealth. We are a membership organization with members from Kentucky and around the world. We are part of the Kentucky Tourism, Arts and Heritage Cabinet; have full American Alliance of Museums accreditation; are a Smithsonian affiliate; and endorse the History Relevance statement.

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KHS is currently finalizing its Strategic Plan, a process guided by Compass Group and developed alongside its board, staff, and stakeholders. Our vision is that The Kentucky Historical Society will become a recognized leader in helping people understand, cherish, and share Kentucky’s stories.

A few of our strategic goals have been crafted with our exhibits in mind:

Deepen connections with our patrons by taking a visitor-centered storytelling approach on all platforms

– outreach, onsite, and digital.

Grow an active community of dedicated supporters by cultivating relationships and broadening our community and organizational partnerships.

Elevate Kentucky history statewide. Capture and analyze data to define our key audiences for engagement. Maximize our impact by ensuring deep and sustained engagement activities to establish long-lasting relationships with community stakeholders.

Content Concept Description

KHS will produce Revolution to Statehood: Kentucky’s Founding in Myth and Memory, a temporary museum exhibit that explores how Kentucky’s nearly two-decade journey (1774-1792) from a frontier “wilderness” to the fifteenth state was played out against the combustible backdrop of revolution, treaties, international power struggles, religious freedom, and the displacement of indigenous people. The establishment of white settlements in Kentucky created an approach, and possibly an expectation, for how the new “United States” would wrest control of lands west of the original 13 Colonies from native people and international competitors.

The turbulence and violence of the period and region became grist for romanticized imagery and storytelling—memorializing and elevating many of the prominent early settlers to near mythic status.

How did idealizing Kentucky’s founding contribute to its national image, development, and self-identity—while obscuring the reality of those marginalized in the process? This exhibit will examine these questions through the lens of objects, documents, and art from the Kentucky Historical Society’s collection.

We invite visitors to explore how memory and storytelling influence our understanding of history by investigating events and people during the Revolutionary period in Kentucky.

Exhibit Description

It is expected that the vendor will make extensive use of KHS’s inventory of casework and Mila walls (see Attachment D). Mila walls can be used to divide the overall gallery space and create pathways or volumes within that space. It is possible that KHS can build rectilinear walls volumes or plinths to supplement the use of the panel system if necessary. Each of the thematic areas (see attachments E and F) could be introduced with large scale typography, imagery, and its own palette variant (see Attachment J for preliminary thinking). We anticipate that wall treatments will be a mix of painted drywall or Mila panels and vinyl graphic wallpaper.

The attached lists of potential artifacts and archival material (attachments H and I) from KHS’s collection is a starting point. We expect the list will be culled to a smaller qty. (estimated 60-70 objects) in the final layout as the design is refined. Many of the artifacts are small and could be massed together under the same theme, others (especially several of the paintings) are sizable and will require a significant amount of linear wall space.

While this exhibit will have a fair number of topics that will require primary and secondary interpretive content, our goal is to keep that particular level of copy brief and allow image captions and artifact labels to handle the more detailed tertiary level of interpretive information. Ideally, we want to collaborate

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2500000348 Final Design Fabrication & Install - History Museum with the vendor to develop an experience that is impactful but not overly dense from a visual and copy standpoint.

Interpretive Goals

# Re-examine long-standing narratives and concepts involving Kentucky’s settlement and founding.

# Interpret commemorative crafts and narrative art from the KHS collection through the lens of period perspectives and motivation—what did the creators get wrong or right?

# Interpret early artifacts from the KHS collection as much from the motivation of the collectors/ donors as for the authenticity for the objects themselves—let provenance take center-stage with some objects.

# Expand the use of early documents and maps as interpretive objects.

# Deepen understanding of Kentucky history and our own role (KHS) in perpetuating myth and memory.

# Raise the level of historical (Kentucky) literacy with public.

Institutional Goals

# Provide “temporary” (impermanent) exhibit installation and programming closely aligned with America250 commemorations and events.

# Learn about our visitors; collect some form of data to help drive future exhibits.

# Create opportunities for the display of infrequently seen pieces from the KHS collection.

# Use this exhibit to establish an alternating two-exhibit layout in Keeneland Gallery.

# Use the development of these interpretive storylines as the basis for new interpretation in A

Kentucky Journey exhibit space.

# It should create a safe place for dialogue and build trust with the visitors.

# Support and engage with communities that have been historically underrepresented at KHS by including them in the exhibit development process at the beginning.

2.00 Scope of Work

KHS seeks an exhibit contractor to design, fabricate, and install the Revolution to Statehood exhibit in Keeneland Gallery. The exhibit designer selected for this project will develop the conceptual design for review and approval by KHS. The selected designer will be responsible for all exhibit and exhibit-related components. The designer will work as a collaborative partner with KHS, under the direction of the KHS project manager. Completion of the exhibit project is set for late April 2026, with the space projected to be available for installation by March 1, 2026.

In both tone and visual impact, the Revolution to Statehood exhibit should appeal to wide-ranging demographics. KHS anticipates an intergenerational audience; therefore, the exhibit should be an accessible learning opportunity for visitors of all ages.

KHS envisions a thematic, rather than chronological exhibit layout, as described above. Each of the thematic sections of the exhibit will incorporate at least one interactive, primarily tactile, that require physical movement and/or visitor response and/or interaction between visitors.

While KHS expects interactive experiences in the gallery, as a temporary exhibit, these elements should be engaging but relatively simple and cost-effective. Exhibit components should be durable as well as easily repaired with parts that are accessible and affordable.

A preliminary list of relevant artifacts and images from the KHS collection can be found in Attachment H of this RFP.

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Contractor Responsibilities

# Create a design, fabrication, installation schedule with key milestones and deliverables.

# Design concept; Story Map/Initial Layout, Graphic Treatment (Text Panel, Graphic Panel, and overall look and feel), key artifact(s) display treatment, and archival material/story treatment.

# Produce the key components of the exhibit. This should include document(s) for proofing:

o Create the final exhibit copy based on KHS preliminary interpretive copy, with two rounds of revisions from KHS. The first of these should have the text roughly formatted on the text panels.

o Physical Layout: integrate accessibility into design, layout, and audio/visual components (for example: readability, ADA compliance, captions for video, etc., If applicable).

o Fabrication of built materials (excluding Mila wall panels, semi-permanent wall volumes, KHS-provided cases) that may be required.

# Produce exhibit design to include:

o Completed text and graphics o Use of artifacts, images, archival materials o 3 interactives; one for each major section (primarily tactile, requiring physical movement and/or visitor response and/or interaction between visitors) # Utilize exhibit elements (artifact cases, platforms. and moveable walls) available at KHS when possible. Provide to KHS precise instructions for wall layout.

# Maintain a Graphic Assets library: these elements will be used to produce marketing, programming, and other components internally.

# Fabricate exhibit components not provided by KHS.

# Install exhibit components, with the exception of original artifacts and archival materials.

# Provide native files to KHS for graphics, audio, visual/media, and exhibit script.

# Conduct two (minimum) site visits, following the outline schedule to be determined in final contract.

# Be timely in response to questions and reviews, following the outline schedule to be determined in final contract.

KHS Responsibilities

# Provide detailed thematic outline and informational content.

# Provide preliminary interpretive copy (based on directions (word count, etc.) coming from the vendor’s approved preliminary design or other advanced phase).

# Erect base wall and panel structures based on vendor design prior to installation.

# Paint walls as needed (based on approved design).

# Provide additional research as needed.

# Provide final copy for artifact labels and image captions.

# Acquire and secure the rights to images used in the exhibit.

# Provide list of artifacts and archival material.

# Provide detailed list of exhibit elements (artifact cases, moveable walls, and platforms) available for use.

# Build all artifact mounts.

# Be timely in response to questions and reviews, following the outline schedule to be determined in final contract.

# Oversee exhibit installation.

# Install all original artifacts and archival materials.

# Aim exhibit lighting.

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2500000348 Final Design Fabrication & Install - History Museum

3.00 Evaluation Criteria

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

The Kentucky Historical Society 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 evaluator(s) to afford each vendor the maximum score based on the available data submitted by the vendor.

The Kentucky Historical Society shall evaluate the proposals by assigning scores as indicated.

Technical Proposal Evaluation

Criteria Maximum Points Possible Mandatory Requirement

Requirements that include the words “Shall”, “Will”, “Must” indicate a mandatory requirement

Mandatory Requirement means a condition set out in the specifications or statement of work that must be met without exception.

PROPOSALS THAT DO NOT MEET

MANDATORY REQUIREMENTS WILL BE

DEEMED NON-RESPONSIVE AND WILL

NOT BE CONSIDERED.

Pass/Fail

Narrative of Design Intent and Process (250 POINTS) Clearly and succinctly describe the offeror's approach to the overall project in response to the stated design objectives and vision. Include a proposed design process and schedule for creating/installing new exhibits or exhibit components, graphic elements, etc. that meets the stated timeline.

Portfolio (250 POINTS) Vendors should include at least three examples of previous work with brief descriptions that outline the project background, schedule, budget (if available), approach to design, conceptual drawings, and photos of the completed project. Portfolio examples should demonstrate expertise in similar projects. Please provide a project/client list and three client references.

Vendor Design and Installation Capabilities (200 POINTS) Provide a description of the creative service department's structure and proposed project staffing (including key staff experience). Please list subcontractors, their roles and responsibilities, and how the work will be coordinated.

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Corporate Background and Experience (150 POINTS) Provide details of the offeror's background; date established; ownership (public company, partnership, subsidiary, etc.); company resources; and details of offeror's experience relevant to the proposed project.

Maximum Points Possible 850

Cost Proposal Evaluation

Cost Proposal (150 POINTS) Provide a lump sum cost based on the work required in the RFP.

Maximum Points Possible 150

Oral Demonstration/Presentation Evaluation, if required

Oral Demonstration/Presentation

The Commonwealth reserves the right to require Oral Presentations/Demonstrations to verify or expand on the Technical or Cost Proposals. Oral Presentations/Demonstrations may be conducted through videoconferencing or by conference call, if it is in the best interest of the Commonwealth to do so.

This is the opportunity for the vendor to present and demonstrate the solution and to answer questions or to clarify the understanding of the evaluation committee in accordance with the requirements of this RFP. The Commonwealth reserves the right to reject any or all proposals in whole or in part based on the oral presentations/demonstrations.

If required, the top 2 highest ranking vendors may be invited. Scheduling will be at the discretion of the Commonwealth. The Commonwealth reserves the right not to require oral presentations/demonstrations.

Maximum Points Possible 5

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Total Proposal Evaluation

Technical Proposal 850

Cost Proposal 150

Oral Demonstrations/Presentations, if required 5

MAXIMUM POINTS POSSIBLE

4.00 Schedule of RFP Activities

The following schedule presents the major activities associated with the RFP distribution, written questions and proposal submission. The Commonwealth reserves the right at its sole discretion to change the Schedule of Activities, including the associated dates and times.

Release of RFP 07/15/2025

Written Questions due by: TIME 07/24/2025

Anticipated Commonwealth Response to Written Questions 08/05/2025

Offeror’s Conference N/A

Anticipated Commonwealth Response to Vendor Conference Written Questions N/A

Proposals Due by: 4:00pm EST 8/15/2025

All bidders are cautioned to be aware of the security in the Thomas D. Clark Center for Kentucky History located at 100 W. Broadway/Frankfort, Kentucky. All bids shall be time stamped in the Finance Department no later than the due date and time defined in this Solicitation. In person or courier delivered bids in response to this Solicitation shall be delivered to the Finance Department, Room 139E. Delays due to building security checks shall not be justification for acceptance of a late bid.

*NOTE: ALL TIME REFERENCES ARE TO THE EASTERN TIME ZONE.

5.00 Offeror’s Conference

Not Applicable

6.00 Point of Contact

The Agency Contact named below shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular mail, express mail or electronic mail), concerning this procurement shall be addressed to:

Karen Marlowe Kentucky Historical Society 100 W. Broadway, Frankfort, KY 40601

(502) 564-1792 Karen.Marlowe@ky.gov

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Exhibit - RtS mailto:Karen.Marlowe@ky.gov

From the issue date of this RFP until a Contractor(s) is selected and the selection is announced, Offerors shall not communicate with any other Commonwealth staff concerning this RFP.

7.00 Questions Regarding this RFP

Questions must be submitted in writing to the Agency Contact. The Commonwealth will respond to salient questions in writing by issuing an Addendum to the Solicitation. The Addendum shall be posted to the Commonwealth’s eProcurement page.

8.00 Proposal Submission

Hard Copy Proposals

Each qualified offeror shall submit only one (1) proposal. Alternate proposals shall not be allowed. Failure to submit as specified shall result in a non-responsive proposal.

The vendor should complete the "Vendor" box on the face of the solicitation. An authorized representative of the vendor shall sign where indicated on the face of the solicitation. Signature is not required if proposals are submitted electronically.

Acknowledgment of Addenda

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

Vendors are encouraged to acknowledge each addendum by signing and submitting the latest addendum with their response. However, signing the face of the solicitation as indicated above constitutes the vendor’s acknowledgement of and agreement to be bound by the terms of all addenda issued.

Failure to specifically acknowledge addenda will not excuse the vendor from adhering to all changes to the requirements of the solicitation set forth therein nor provide justification for any pricing changes.

All submitted technical and cost proposals shall remain valid for a minimum of six (6) months after the proposal due date.

8.10 Format of Response

Hard Copy Proposals

A. Proposals shall be submitted in three (3) parts: The Technical Proposal, the Cost Proposal, and if applicable the Proprietary Information.

1. The Technical Proposal should include one (1) marked original hard/paper copy technical and two (2) marked technical thumb/flash drives (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos.

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2. The Cost Proposal should include one (1) marked original hard/paper copy cost and two (2) marked cost thumb/flash drives (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos.

3. Any Proprietary Information should include one (1) marked original hard/paper copy proprietary and number marked proprietary data thumb/flash drives (in Microsoft Word, Microsoft Excel, or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos.

Proposal shall be submitted to the Agency Contact. The outside cover of the package containing the technical proposal shall be marked:

Revolution to Statehood Exhibit Design, Fabrication, and Installation

RFP 2500000348

TECHNICAL PROPOSAL

Name of Offeror

The outside cover of the package containing the cost proposal shall be marked:

RFP 2500000348

COST PROPOSAL

If applicable, the outside cover of the package containing the proprietary shall be marked:

RFP 2500000348

PROPRIETARY PROPOSAL

All proposals must be received no later than 4:00pm EST pm August 15, 2025.

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

INFORMATION 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.

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8.20 Format of Technical Proposal

The Technical Proposal must be arranged and labeled in the manner set forth below.

Transmittal Letter – a Transmittal letter shall be submitted on Offeror’s letterhead and signed by an agent authorized to bind the Offeror. The Transmittal letter shall include the following:

a. A statement that deviations are included, if applicable.

b. A statement that proprietary information is included, if applicable.

c. A statement that, if awarded a contract as a result of this Solicitation, the Offeror shall comply in full with all the requirements of the Kentucky Civil Rights Act, and shall submit all data required by KRS 45.560 to 45.640.

d. A sworn statement that, pursuant to KRS 11A.040, that Offeror has not knowingly violated any provisions of the Executive Branch Code of Ethics.

e. A statement certifying that the price in this proposal was 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.

f. A statement affirming that the Offeror is properly authorized under the laws of the Commonwealth of Kentucky to conduct business in this state and will remain in good standing with the Office of the Kentucky Secretary of State for the duration of any awarded contract resulting from this Solicitation.

g. The name, address, telephone number and email address and website address, if available, of the contract person to serve as a point of contact for day-to-day operations.

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

i. Foreign entity’s organization number issued by the Secretary of State in a certificate of authority or a statement of foreign qualification, if applicable.

Completed and Signed Solicitation and Addenda – An authorized representative MUST complete and sign the Solicitation form and include the following:

a. “Vendor” box and “Payment” box should be completed.

b. Vendor shall indicate ownership type.

c. Vendor shall provide “FEIN” if applicable.

d. Vendor shall provide date the form is completed and signed.

e. Signed face of the most recent Addenda, if applicable.

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:

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

*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:

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

Response to the Technical Portion of the RFP – Please provide a detailed response to the technical requirements outlined in the Evaluation Criteria. No cost information shall be provided in the technical portion.

8.30 Format of Cost Proposal

The Cost Proposal must be submitted under separate cover from the Technical Proposal and must be arranged and labeled in the manner specified. The proposal with the lowest price receives the maximum score. The remaining proposals 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.

8.40 Certification Regarding Debarment and Suspension

In accordance with Federal Acquisition Regulation 52.209-5, the Offeror shall certify, by signing the Solicitation, that to the best of its knowledge and belief, the Offeror and/or its Principals is (are) not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any state or federal agency.

For the purposes of this certification, “Principals”, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of subsidiary, division, or business segment, and similar positions.

9.00 Rules of Procurement

To facilitate this procurement, various rules have been established. These are described in the following paragraphs.

Offerors should review and comply with the General Conditions and Instructions for Solicitation/ Contract listed under “Response to Solicitation” located on the eProcurement web page at https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

The procurement process will provide for the evaluation of proposals and selection of the winning proposal in accordance with state law and regulations. KRS Chapter 45A of the Kentucky Model Procurement Code provides the regulatory framework for the procurement of services by state agencies.

9.10 Technical Proposal Evaluation

The Kentucky Historical Society will evaluate the proposal based on the technical portion of the Evaluation Criteria. Each Offeror 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 Offeror. Past Offeror Performance may be considered in the award of this Contract. Offerors with a record of poor performance in the last twelve (12) months may be found non-responsible and ineligible for award.

9.20 Cost Proposal Evaluation

The Kentucky Historical Society will evaluate the proposal based on the cost portion of the Evaluation Criteria.

9.30 Right to Reject/Waiver of Minor Irregularities

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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.

9.40 Clarification of Proposals

The Commonwealth reserves the right at its discretion to request additional information as may reasonably be required for selection and to reject any proposals for failure to provide additional information on a timely basis.

The Commonwealth reserves the right to conduct discussions with any Offeror who has submitted a proposal to determine the Offeror’s qualifications for further consideration. Such discussions shall not disclose any information derived from proposals submitted by other Offerors.

9.50 Best and Final Offers

The Commonwealth reserves the right at its discretion to request a Best and Final Offer (BAFO) for technical and/or cost proposals. Offerors are cautioned to propose their best possible offers at the outset of the process, as there is no guarantee that any Offeror will be allowed an opportunity to submit a Best and Final technical and/or cost offer.

9.60 Vendor Response and Public Inspection

This RFP specifies the format, required information and general content of proposals to be submitted in response to the RFP. The Kentucky Historical Society/Tourism, Arts and Heritage Cabinet shall not disclose any portions of the proposals prior to contract award to anyone outside the Kentucky Historical Society/Tourism, Arts and Heritage Cabinet representatives of the agency for whose benefit the contract is proposed, representatives of the federal government, if required, and the members of the evaluation committee. After a contract is awarded in whole or in part, the Commonwealth shall have the right to duplicate, use, or disclose all proposal data submitted by Offerors in response to this RFP as a matter of public record.

Any and all documents submitted by an Offeror in response to the RP shall be available for public inspection after contract award pursuant to the Kentucky Open Records Act, KRS 61.870 to 61.884 (“the Act”). When responding to a request to inspect records submitted in response to this RFP, the Commonwealth will not redact or withhold any information or documents unless the records sought are exempt from disclosure pursuant to KRS 61.878 or other applicable law. Similarly, no such documents shall be exempt from public disclosure, regardless of the Offeror’s designation of the information contained therein as “proprietary,” “confidential,” or otherwise, except in cases where the requested documents (or information contained therein) would be excluded from application of the Act under KRS 61.878(1)(c).

The Commonwealth of Kentucky shall have the right to use all system ideas, or adaptations of those ideas, contained in any proposal received in response to this RFP. Selection or rejections of the proposal will not affect this right.

9.70 Reciprocal Preference for Kentucky Resident Bidders and Preferences for a Qualified Bidder The scoring of bids/proposals is subject to the reciprocal preference for Kentucky resident bidders and preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (See KRS 45A.490(1), (2), 45A.492, 45A.494 and KAR 200 5:410).

Vendors not claiming resident bidder or qualified bidder status need not submit the corresponding affidavit.

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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 the attached Required Affidavit for Bidders, Offerors and Contractors Claiming Resident Bidder Status as part of its response. The Kentucky Historical Society 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.

As part of its response, a nonresident bidder shall submit its certificate of authority to transact business in 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 Qualified Bidder or the Department of Corrections, Division of Prison Industries (200 KAR 5:410)

Pursuant to KRS 45A.470 and 200 KAR 5:410, 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. New Vision Industries, Inc., 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). Any bidder claiming “qualified bidder” status, other than New Vision Industries, Inc., shall submit a notarized affidavit affirming that it meets the requirements to be considered a qualified bidder as part of its response to the solicitation (affidavit form included as part of this RFP). If requested, failure to provide documentation proving qualified bidder status to a public agency, if requested, may result in disqualification of the bidder or contract termination.

9.80 Negotiation

After conducting the evaluation to determine the best proposal received, the Kentucky Historical Society reserves the right to negotiate a fair and reasonable compensation based on the pricing submitted in the Offeror’s proposal. If the negotiations fail to reach an agreement on a fair and reasonable compensation rate, the Kentucky Historical Society reserves the right to proceed to the next highest ranked proposal. Other terms and conditions relating to the technical and/or cost proposals may be negotiated at the sole discretion of the Commonwealth.

9.85 Best Interests of the Commonwealth

The Commonwealth will rank all proposals in the manner set forth in the Evaluation Criteria.

However, the Commonwealth reserves the right to reject any or all proposals in whole or in part before, during, or after negotiation based on the best interests of the Commonwealth.

CONTRACT AWARD, TERMS, AND CONDITIONS

10.00 Notification of Award

To view the award of contract(s), including the contractor(s) receiving the award(s) for this solicitation, access the Kentucky Vendor Self Service Site at:

https://vss.ky.gov

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2500000348 Final Design Fabrication & Install - History Museum Exhibit - RtS https://vss.ky.gov

Offerors can search for the solicitation title or number in the keyword search field or 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 Offeror’s responsibility to review this information in a timely fashion. No other notification of the results of an Award of Contract will be provided to unsuccessful Offerors.

10.10 Beginning of Work

This Contract is not effective and binding until approved by the Secretary of the Finance and Administration Cabinet and filed with the Legislative Research Commission’s Government Contract Review Committee. The Contractor shall not commence any billable work until a valid Contract has been fully executed. This Contract, including the components referenced in Section 10.20, shall represent the entire agreement between the parties. 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.

10.20 Contract Components and Order of Precedence

The Commonwealth’s 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:

1. Procurement Statutes, Regulations and Policies

2. Any written Agreement between the Parties.

3. Any Addenda to the Solicitation.

4. The Solicitation and all attachments

5. Any Best and Final Offer.

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

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

In the event of any conflict between or among the provisions contained in the Contract, the order of precedence shall be as enumerated above.

10.30 Contract Term

The initial term of the Contract is anticipated to be from August 25, 2025 through June 30, 2026.

This agreement is not effective until the Secretary of the Finance and Administration Cabinet or his authorized designee has approved the Contract and until the Contract has been filed with the Legislative Research Commission, Government Contract Review Committee.

The Commonwealth reserves the right to renew this contract for up to one (1) additional one (1) year period.

Renewal shall be subject to prior approval from the Secretary of the Finance and Administration Cabinet, or this authorized designee, and the LRC Government Contract Review Committee in accordance with KRS 45A.695 and KRS 45A.705.

10.40 Changes and Modifications to the Contract

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2500000348 Final Design Fabrication & Install - History Museum

Pursuant to 200 KAR 5:311, 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 Commonwealth, and incorporated as a written amendment by the Kentucky Historical Society prior to the effective date of such modification or change. Modification shall be subject to prior approval from the Secretary of the Finance and Administration Cabinet, or this authorized designee, and the LRC Government Contract Review Committee. Memoranda of Understanding, written clarification, and/or other correspondence shall not be construed as amendments to the Contract.

10.50 Notices

Unless otherwise instructed, all notices, consents, and other communications required and/or permitted by the Contract shall be in writing. After the award of the Contract, all communications of a contractual or legal nature are to be made to the Agency Contact.

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Personal Service Contract Standard Terms and Conditions Revised May 2025

Whereas, the first party, the state agency, has concluded that either state personnel are not available to perform said function, or it would not be feasible to utilize state personnel to perform said function; and

Whereas, the second party, the Contractor, is available and qualified to perform such function; and

Whereas, for the abovementioned reasons, the state agency desires to avail itself of the services of the second party;

NOW THEREFORE, the following terms and conditions are applicable to this contract:

1.00 Effective Date

This contract is not effective until the Secretary of the Finance and Administration Cabinet or his authorized designee has approved the contract and until the contract has been submitted to the Legislative Research Commission, Government Contract Review Committee (“LRC”). However, in accordance with KRS 45A.700, contracts in aggregate amounts of $10,000 or less are exempt from review by the committee and need only be filed with the committee within 30 days of their effective date for informational purposes.

KRS 45A.695(7) provides that payments on personal service contracts and memoranda of agreement shall not be authorized for services rendered after government contract review committee disapproval, unless the decision of the committee is overridden by the Secretary of the Finance and Administration Cabinet or agency head if the agency has been granted delegation authority by the Secretary.

The vendor shall be paid, upon the submission of proper invoices to the receiving agency at the prices stipulated for the supplies delivered and accepted, or services rendered. Unless otherwise specified, payment will not be made for partial deliveries accepted. Payments will be made within thirty (30) working days after receipt of goods or a vendor’s invoice in accordance with KRS 45.453 and KRS 45.454.

2.00 Renewals

Upon expiration of the initial term, the contract may be renewed in accordance with the terms and conditions in the original solicitation. Renewal shall be subject to prior approval from the Secretary of the Finance and Administration Cabinet or his authorized designee and the LRC Government Contract Review Committee in accordance with KRS 45A.695 and KRS 45A.705, and contingent upon available funding.

3.00 LRC Policies

Pursuant to KRS 45A.725, LRC has established policies which govern rates payable for certain professional services. These are located on the LRC webpage https://apps.legislature.ky.gov/ moreinfo/Contracts/homepage.html and would impact any contract established under KRS 45A.690 et seq., where applicable.

4.00 Choice of Law and Forum

This contract shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky. Any action brought against the Commonwealth on the contract, including but not limited to actions either for breach of contract or for enforcement of the contract, shall be brought in Franklin Circuit Court, Franklin County, Kentucky in accordance with KRS 45A.245.

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Exhibit - RtS

Total Pages: 25 https://apps.legislature.ky.gov/moreinfo/Contracts/homepage.html

5.00 Cancellation

The Commonwealth shall have the right to terminate and cancel this contract at any time not to exceed thirty (30) days' written notice served on the Contractor by registered or certified mail.

6.00 Funding Out Provision

The state agency may terminate this contract if funds are not appropriated to the contracting agency or are not otherwise available for the purpose of making payments without incurring any obligation for payment after the date of termination, regardless of the terms of the contract. The state agency shall provide the Contractor thirty (30) calendar days’ written notice of termination of the contract due to lack of available funding.

7.00 Reduction in Contract Worker Hours

The Kentucky General Assembly may allow for a reduction in contract worker hours in conjunction with a budget balancing measure for some professional and non-professional service contracts.

If under such authority the agency is required by Executive Order or otherwise to reduce contract hours, the agreement will be reduced by the amount specified in that document. If the contract funding is reduced, then the scope of work related to the contract may also be reduced commensurate with the reduction in funding. This reduction of the scope shall be agreeable to both parties and shall not be considered a breach of contract.

8.00 Authorized to do Business in Kentucky

The Contractor affirms that it is properly authorized under the laws of the Commonwealth of Kentucky to conduct business in this state and will remain in good standing to do business in the Commonwealth of Kentucky for the duration of any contract awarded.

The Contractor shall maintain certification of authority to conduct business in the Commonwealth of Kentucky during the term of this contract. Such registration is obtained from the Secretary of State, who will also provide the certification thereof.

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 required by KRS 14A.9-010: to obtain a certificate of authority to transact business in the Commonwealth (“certificate”) from the Secretary of State under KRS 14A.9-030:

https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=40424 therefore, foreign entities should submit a copy of their certificate with their solicitation response.

If the foreign entity is not required to obtain a certificate as provided in KRS 14A.9-010:

https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=44318 , the foreign entity should identify the applicable exception in its solicitation response. Foreign entity is defined within KRS 14A.1-070:

https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=50474

Businesses can register with the Secretary of State at:.

https://www.sos.ky.gov/bus/business-filings/Pages/default.aspx

9.00 Invoices for fees

The Contractor shall maintain supporting documents to substantiate invoices and shall furnish same if required by state government. The invoice must conform to the method described in Section V of this contract.

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Exhibit - RtS

Total Pages: 25 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=40424 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=44318 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=50474 https://www.sos.ky.gov/bus/business-filings/Pages/default.aspx

Pursuant to KRS 45A.695, no payment shall be made on any personal service contract unless the individual, firm, partnership, or corporation awarded the personal service contract submits its invoice for payment on a form established by the committee.

*Invoice form is available on the Legislative Research Commission, Government Contract Review Committee website: https://apps.legislature.ky.gov/moreinfo/Contracts/homepage.html

10.00 Travel expenses, if authorized

The Contractor shall be paid for no travel expenses unless and except as specifically authorized by the specifications of this contract or authorized in advance and in writing by the Commonwealth.

The Contractor shall maintain supporting documents that substantiate every claim for expenses and shall furnish same if requested by the Commonwealth.

11.00 Other expenses, if authorized herein

The Contractor shall be reimbursed for no other expenses of any kind, unless and except as specifically authorized within the specifications of this contract or authorized in advance and in writing by the Commonwealth.

If the reimbursement of such expenses is authorized, the reimbursement shall be only on an out-of-pocket basis.