Final_RFP_665_2400000371_1_SO_FORM.PDF

Document ID: RFP 665 2400000371 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: KHP Sponsorship - Walnut Ring

Date Issued:

04/25/2024 Record Date:

04/22/2024

Solicitation Closes Date:

05/02/2024 Time:

15:00

Solicitation No:

RFP 665 2400000371

Online Bidding Prohibited: No For Information Call:

Jill Blevins 859-259-4210

Bid Receiving Location:

Kentucky Horse Park, Purchasing Office Jill Blevins 4089 Ironworks Parkway

Lexington KY 40511

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 665 2400000371 Page: 2

Line Items

Commodity Group: Default

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

1 KHP Sponsorship - Walnut Ring

Comm Code Comm Description Manufacturer Model # Manuf Part #

96377 Sponsorships (All Types)

Extended Description KHP Sponsorship - Walnut Ring

Shipping Information Kentucky Horse Park

4089 Ironworks Parkway

Lexington KY 40511

Billing Information Kentucky Horse Park

4089 Ironworks Parkway

Lexington KY 40511

Document ID: RFP 665 2400000371 Page: 3

Submission Checklist

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

Item

Sponsorship Opportunity Walnut Ring

Kentucky Horse Park

A. Purpose of this Document

This sponsorship opportunity is being issued by the Kentucky Horse Park, an agency of the Commonwealth of Kentucky within the Tourism Arts & Heritage Cabinet and is issued in accordance with KRS 45A.097. The purpose of this document is to solicit responses from one or more individuals or companies interested in reaching a diverse audience, including men, women, and children of all ages, and highly affluent equestrians, as a sponsor of Walnut Ring at the Kentucky Horse Park. With over 200 events per year extending over 180 show days and over 1,000,000 visitors from around the world, this sponsorship opportunity will generate thousands of impressions for the interested party.

B. Background

About the Kentucky Horse Park Situated in the heart of Bluegrass on over 1,200 pristine acres, the Kentucky Horse Park is widely known as one of the state’s leading tourist attractions and one of the nation’s premier equine competition facilities. Major events such as the Kentucky Three#Day Event, Breyerfest, Junior League Horse Show, United States Equestrian Federation Pony Finals, The National Horse Show, and the US Dressage Finals are held annually at the Kentucky Horse Park.

However, you will also reach a much more expansive audience with non#equestrian events like: Truck & Tractor Pulls, Weddings, Rodeos, 5K’s, Youth Soccer Leagues, Dog Shows and Music Festivals, just to name a few. At the Kentucky Horse Park, you will reach local and international visitors and equestrians all year long.

About The Walnut Ring The Walnut Ring is a premier show ring with attached warmup ring, featuring all-weather synthetic footing, multiple entrances, and level gravel and grassy areas where bleachers or hospitality tents can be set for a variety of events held throughout the year.

The ring is an irregular shape with maximum dimensions of 275’ x 360’ and an area of 85,000 square feet. Ring is comprised of fine sand and fiber footing on PVC mats, and includes a two-story judges/announces tower with lower-level office space, and an upper-level glass front for optimum viewing, with permanently installed counter and sound-system controls.

One sponsorship will be awarded. This sponsorship for the Walnut Ring can be provided as cash only, or cash plus in-kind products.

Cash Only: $30,000 per year

Cash plus In-Kind Products: $25,000 cash plus $5,000 in-kind products per year

C. Submission Dates In order to be considered for a sponsorship opportunity, Respondents must submit a response to this advertisement, via the Vendor Self Service website by May 2, 2024.

D. Inquiries

Contacts with agents of the Commonwealth for information concerning response procedures shall be limited to the representative listed below. All communications, oral, written (regular, express, electronic mail, or fax), concerning this document shall be addressed to:

Karla DiNardo RFP Walnut Ring

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2400000371 Final KHP Sponsorship - Walnut Ring Total Pages: 10

Kentucky Horse Park 4089 Iron Works Parkway Lexington, KY 40511 karla.dinardo@ky.gov

Any verbal representations made or assumed to be made during any oral discussions are not binding on the Kentucky Horse Park or the Commonwealth of Kentucky.

E. Verification/Clarification of Information

The Kentucky Horse Park may request verification/clarification documentation from the Respondent of any information provided in its response.

F. Cost of Preparing Response

Costs for developing the response are solely the responsibility of the Respondent. The Kentucky Horse Park shall provide no reimbursements for such costs.

G. Termination

This agreement shall terminate at the expiration of the Term unless terminated earlier as follows:

1. By the Kentucky Horse Park upon a default by the Respondent in performance of any material provisions of this Agreement, unless Respondent remedies or has taken reasonable steps to remedy within thirty (30) days following receipt of written notice to Respondent from the Kentucky Horse Park of such default;

2. By the Kentucky Horse Park upon the making of Respondent of an assignment for the benefit of creditors, or the appointment of a trustee, receiver or similar officer of any court for the Respondent or for a substantial part of its property, whether with or without Respondent’s consent, or the institution of bankruptcy, composition, reorganization, insolvency or liquidation proceedings by or against the Respondent, if such proceedings shall not be dismissed with sixty (60) days from the date of the institution thereof;

3. By the Kentucky Horse Park at its convenience and sole discretion, with or without cause, upon thirty (30) days’ notice to the Respondent. If the Kentucky Horse Park terminates this Agreement under this provision, the Kentucky Horse Park will reimburse the Respondent for its actual costs in fabricating and installing signs displayed pursuant to this Agreement, prorated over the otherwise remaining duration of the Agreement. Notwithstanding the foregoing, termination of this Agreement by the Kentucky Horse Park pursuant to this provision shall in all manner comply with the provisions of 200 KAR 5:312.

4. Respondent has the right to terminate this Agreement due to default by the Kentucky Horse Park to perform any material provision of this Agreement, unless the Kentucky Horse Park cures or has taken reasonable steps to cure with thirty (30) days following receipt of written notice to the Kentucky Horse Park from Respondent of such default.

If this Agreement is terminated by either Party under Clause G (a), herein, Respondent shall have no further obligation to make any payments under Clause 3, herein.

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

H. Scope, Benefits and Evaluation Criteria

1. The Respondent shall clearly outline in its response to the Kentucky Horse Park if the Sponsorship Fee shall be paid in cash, or in cash plus in-kind product. If the Respondent elects to pay with cash plus in-kind product, the products offered must satisfy a particular need of the Kentucky Horse Park as defined in KRS 45A.097 (4) (a). The Kentucky Horse Park shall be solely responsible for determining if the proposed in-kind products satisfy this requirement.

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2. The following benefits that will be made to the successful Respondent:

a. Name and logo identification in all official facility references made by the Kentucky

Horse Park.

b. Facility signage opportunities; including; Recognition as sponsor of the Walnut

Ring 1) Respondent’s logo at two (2) entrances to the Walnut Ring, 2) Respondent’s logo board on each of four (4) sides surrounding the ring, and on 3) judges tower.

Signage to be provided by respondent at respondent’s expense.

c. Respondent will be able to state in its promotional materials (printed or electronic) that sponsor is a “Sponsor of the Kentucky Horse Park Walnut Ring.”

Respondent understands it cannot claim to be an “official sponsor” pursuant to KRS 45A.097, which prohibits such verbiage or an endorsement by the Commonwealth of Kentucky.

d. KHP will recognize sponsor on KHP website, with a live link to the Respondent’s website.

e. KHP will allow Respondent to purchase discounted meeting space in the Club Lounge in the Covered Arena, South Theatre in Visitor’s Center, or Hospitality Tower at Rolex Stadium at 25% (twenty-five percent) off space, up to 1 (one) time per year.

f. KHP will place Respondent’s logo in rotation on the digital sign board at the entrance of KHP. Not valid during the Kentucky Three-Day event.

g. KHP will allow Respondent to place brochures or other promotional materials of sponsor’s choosing in the Visitors’ Center.

h. KHP will allow Respondent to occasionally host educational opportunities for KHP employees and/or visitors at mutually agreeable times and places on KHP grounds.

i. KHP will provide Respondent up to Five (5) passes to the Kentucky Horse Park, upon request.

j. KHP will provide two (2) social media posts annually on official social channels, Facebook and Instagram, to be mutually agreed upon by the parties.

k. Other advertising opportunities as available and mutually agreed by the parties.

3. Evaluation Criteria

l. Any and all proposals will be considered. However, the Respondent will address, at a minimum, the selection criteria hereinafter listed:

i. Financial Proposal: The successful Respondent will be responsible for outlining the specific method in which they will fulfill the Sponsorship Fee requirements.

ii.Term: Respondent shall outline the proposed term of the agreement. A minimum term of two (2) years is contemplated, with an additional two (2) two-year renewal periods.

iii.Financial Stability: Respondent shall submit with its proposal sufficient evidence of its financial stability to fulfill the sponsorship as requested.

Please provide any additional information that the Respondent feels should be considered when evaluating their proposal. The Respondent may present any creative value-added approaches that might be appropriate. The Respondent may also provide supporting documentation that would be pertinent to this Sponsorship Opportunity.

I. Statement of General Nature of Proposed Sponsorship

The Kentucky Horse Park 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, naming rights, sponsorships, procurement, and other acquisitions.

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By aligning your organization with The Kentucky Horse Park, you will receive incredible exposure and name recognition to local, national, and international visitors, particularly to an affluent equestrian audience. In the pages to follow, you will learn how your organization can join other sponsors like: Rolex, Alltech, Dechra, Zoetis, and many more distinguished companies.

J. General Conditions

1. Respondent’s Responsibilities during the Award Term Respondent will provide a cash contribution or a cash contribution with in-kind contribution for the awarded term.

KRS 45A.485 requires that contractors, including sponsorship contractors reveal to the Commonwealth, prior to the award of a contract, any final determination of a violation by the contractor within the previous five (5) year period of the provisions of KRS Chapters 136, 139, 141, 337, 338, 341, and 342. These statutes relate to state sales and use tax, corporate and utility tax, income tax, wages and hours laws, occupational safety and health laws, unemployment insurance laws, and workers compensation laws, respectively.

To comply with the provisions of KRS 45A.485, the successful bidders will be required to report any such final determination(s) of violation(s) to the Commonwealth by providing the following information regarding the final determination(s): the KRS violated, the date of the final determination, and the state agency, which issue the final determination.

KRS 45A.485 also provides that, for the duration of any contract, successful bidders shall be continuous compliance with the provisions of those statutes which apply to the contractor’s operations, and that the contractor’s failure to reveal a final determination as described above or failure to comply with the above statutes for the duration of the contract, shall be grounds for the Commonwealth’s cancellation of the contract and the contractor’s disqualification from eligibility for future state contracts for a period of two (2) years.

Successful bidders will be required to disclose whether they have a current contract with the Commonwealth or any agency of Commonwealth government.

No successful bidder may claim to be an “official sponsor” due to governmental regulations prohibiting such verbiage or an endorsement by the Commonwealth of Kentucky.

2. The Kentucky Horse Park’s Responsibilities during the Award Term

The Kentucky Horse Park’s responsibilities are listed in Section H above.

3. Modifications to Award

Any modifications to the Award shall be in writing and processed through the Kentucky Horse Park representative as identified herein.

4. 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 Respondent will proceed diligently with the performance of the Award 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

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5. Choice of Law and Forums 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. Venue will be in Franklin County, Commonwealth of Kentucky.

6. Employment Practices The Respondent shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age (except as provided by law), marital status, political affiliations, or handicap. The Respondent must take affirmative action to ensure that employees, as well as applicants for employment, are treated without discrimination because of their race, color, religion, sex, national origin, age, (except as provided by law), marital status, political affiliation, or handicap. Such action shall include, but is not limited to, the following: employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. Respondent agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provision of this clause.

The Respondent shall, in all solicitations or advertisements for employees placed by or on behalf of the Respondent, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, (except as provided by law), marital status, political affiliation, or handicap, except where it relates to a bona fide occupational qualification.

The Respondent shall comply with the nondiscrimination clause contained in Federal Executive Order 11246, as amended by Federal Executive Order 11375, relative to Equal Employment Opportunity for all persons without regard to race, color, religion, sex, or national origin, and the implementation rules and regulations prescribed by the Secretary of Labor and with Title 41, Code of Federal Regulations. The Respondent shall comply with related Commonwealth laws and regulations.

The Respondent shall comply with regulations issued by the Secretary of Labor of the United States in Title 20, Code of Federal Regulations, Part 741, pursuant to the provisions of Executive Order 11758 and the Federal Rehabilitation Act of 1973.

The Respondent shall comply with the Civil Rights Act of 1964, and any amendments thereto, and the rules and regulations there under, and Section 504 of Title V of the Vocational Rehabilitation Act of 1973 as amended and the Kentucky Civil Rights Act.

7. Certificate of Authority The Respondent or Respondents 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 of Kentucky reserves the right to verify any information provided prior to contract award. Furthermore, 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.

8. Access to Records

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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(8) and (10), 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).

K. Technical Response Format

1. Responsiveness In order to be considered for selection, responses submitted 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.

Respondent must include their dollar amount, and a list of experience/previous sponsorship activities when responding to this opportunity for sponsorship.

The Kentucky Horse Park reserves the right to reject any Respondents whose branding, image, or mission is in conflict with the agency’s goals or mission, or that exceeds its requirements. Selected Respondents are expected to provide support and meet their obligations through the duration of the fiscal year.

2. Technical Response

The process for selecting the most suitable sponsor is designed to attract competitive bids from corporations supportive of increasing the Kentucky Horse Park’s profile regionally, nationally, and internationally.

Proposals by respondents will be evaluated on the basis of criteria deemed most appropriate for a successful partnership. These criteria include, but are not limited to:

Financial structure of proposal Term of proposal Financial stability of Respondent

The technical response is requested to be brief and concise and should include, at a minimum, the following:

Signed solicitation cover page Title page with contact information Table of contents, if applicable Notice of any deviations from stated requirements Respondent background including date established and a brief history

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Notarized Affidavit for Bidders, Offerors, and Contractors (Attachment A);

and Sponsorship Rights Response.

L. Technical Response Evaluation

The Kentucky Horse Park shall evaluate all technical responses in accordance with KRS 45A.097. In accordance with KRS 45A.097 all responses will be accepted with the score of 80 or above. Each response shall be evaluated as follows:

Responsiveness to Solicitation 20 Points

Conciseness/Clarity Title page/Table of Contents Transmittal Letter Respondent Information

Respondent and Background 20 Points

Date Established Brief Historical Information Nature of Business – Compatibility with Mission of Kentucky Horse Park

Sponsorship Response 60 Points

Items or monetary being offered to Kentucky Horse Park

Total Points 100 Points

Respondents must remit their Technical Response via the Vendor Self Service by May 2, 2024.

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