Final_RFP_670_2700000067_1_SO_FORM.PDF

Document ID: RFP 670 2700000067 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Sponsorship - Campground Halloween Weekend

Date Issued:

09/11/2026 Record Date:

09/09/2026

Solicitation Closes Date:

09/18/2026 Time:

14:00

Solicitation No:

RFP 670 2700000067

Online Bidding Prohibited: No

For Information Call:

Allison Warman 502-892-3367

Bid Receiving Location:

Department of Parks, Purchasing Division

500 Mero Street, 5th Floor

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 670 2700000067 Page: 2

Line Items

Commodity Group: Default

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

1 Sponsorship - Campground Halloween Weekend

1.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

578 MISCELLANEOUS PRODUCTS (NOT

OTHERWISE CLASSIFIED)

Extended Description The Department of Parks is issuing this solicitation for the purpose of finding sponsors to provide a monetary donation for the Campground Halloween Weekend at John James Audubon State Park on October 15-18, 2026.

See attachment for details.

Shipping Information Parks - Purchasing Division

500 Mero Street, 5th Floor

Frankfort KY 40601

Billing Information Parks - Purchasing Division

500 Mero Street, 5th Floor

Frankfort KY 40601

Document ID: RFP 670 2700000067 Page: 3

Submission Checklist

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

Item

Sponsorship Opportunity Campground Halloween Weekend John James Audubon State Park Kentucky Department of Parks

Section I General Information

A. Purpose of this Document This sponsorship opportunity is being issued by the Kentucky Department of Parks, an agency of the Kentucky Tourism, Arts and Heritage Cabinet, Commonwealth of Kentucky 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 to assist John James Audubon State Park with the Campground Halloween Weekend to be held October 15-18, 2026.

B. Submission Dates Responses shall be delivered by 2:00 p.m. (EDT): Friday, September 18, 2026

Kentucky Department of Parks–Campground Halloween Weekend at John James Audubon State Park c/o Allison Warman Kentucky Department of Parks Mayo-Underwood Building

500 Mero Street 5th Floor Frankfort, Kentucky 40601

C. Inquires 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:

Allison Warman Kentucky Department of Parks Mayo-Underwood Building

500 Mero Street 5th Floor Frankfort, Kentucky 40601

(502) 892-3367 allison.warman@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 Parks, the Kentucky Tourism, Arts and Heritage, or the Commonwealth of Kentucky.

D. Verification/Clarification of Information

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2700000067 Final Sponsorship - Campground Halloween Weekend Total Pages: 10 mailto:SheenalL.Pettway@Ky.Gov

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

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

E. Cost of Preparing Response Costs for developing the response are solely the responsibility of the Sponsor. The Kentucky Department of Parks shall provide no reimbursements for such costs.

F. Cancellation The Kentucky Department of Parks 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 Kentucky Department of Parks under the Award shall become property of the Kentucky Department of Parks. 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 the Kentucky Department of Parks.

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

G. No Endorsement A sponsorship shall not constitute an endorsement of a particular business by the Commonwealth as the sole vendor of choice. No successful respondent may claim to be an “official sponsor” due to governmental regulations prohibiting such verbiage or an endorsement by the Commonwealth of Kentucky.

Section II Scope

The Campground Halloween Weekend with be held at John James Audubon State Park October 15-18, 2026. The Kentucky Department of Parks is soliciting for one or more sponsors to provide monetary donations to purchase 25 dozen donuts (13 dozen glazed and 12 dozen chocolate iced/ glazed) in the amount of $449.75.

Sponsors will receive recognition via company name on a small banner and/or the sponsor can provide a promotional banners/signage. A sample sponsor provided banner / signage shall be submitted with the response.

Section III

Statement of Sponsorship

The Kentucky Department of Parks 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.

Section IV General Conditions

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A. Sponsor’s Responsibilities during the Award Term Sponsors will provide monetary donations to assist in the implementation of the Campground Halloween Weekend.

B. The Kentucky Department of Parks’ Responsibilities during the Award Term The Kentucky Department of Parks’ responsibilities are specified in Section II above.

C. Modifications to Award Any modifications to the Award shall be in writing and processed through the Kentucky Department of Parks 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. Venue will be in Franklin County, Commonwealth of Kentucky.

F. Employment Practices The Sponsor 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 disability. The Sponsor 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 disability. 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. Sponsor agrees to post in conspicuous places available to employees and applicants for employment, notices setting forth the provision of this clause.

The Sponsor shall, in all solicitations or advertisements for employees placed by or on behalf of the Sponsor, 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 disability, except where it relates to a bona fide occupational qualification.

The Sponsor shall comply with the nondiscrimination clause contained in Federal Executive Order 11246, as amended by Federal Executive Order 11375, relative to Equal Employment Opportunity

Document Phase Document Description Page 6 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 Sponsor shall comply with related Commonwealth laws and regulations.

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

G. Certificate of Authority 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 follows 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:

Signed solicitation cover page Title Page with contact information Table of Contents (if applicable)

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Sponsor Background including date established and a brief history Notarized Affidavit for Bidders, Offerors and Contractors (Attachment A) Sponsorship Response

Section VI Technical Response Evaluation

The Kentucky Department of Parks shall evaluate all technical responses in accordance with KRS 45A.695. Each response shall be evaluated as follows:

Responsiveness to Solicitation 20 points Conciseness/clarity Title page/table of contents Sponsor information

Sponsor and Background 20 points Date established Brief historical information Nature of business

Sponsorship Response 60 points Monetary donations being offered to John James Audubon State Park

Total Points 100 points

Kentucky State Parks reserves the right to utilize the full amount of any monetary sponsorship for other expenses incurred for the Campground Halloween Weekend.

The technical response shall be evaluated and scored by the Kentucky Department of Parks evaluation committee, using the three above-mentioned evaluation criteria.

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Bidder, Offeror, or Contractor Mandatory Representations Compliance with Commonwealth Law

The contractor represents that, pursuant to KRS 45A.485, they and any subcontractor performing work under the contract will be in continuous compliance with the KRS chapters listed below and have revealed to the Commonwealth any violation determinations within the previous five (5) years:

KRS Chapter 136 (CORPORATION AND UTILITY TAXES) KRS Chapter 139 (SALES AND USE TAXES) KRS Chapter 141 (INCOME TAXES) KRS Chapter 337 (WAGES AND HOURS) KRS Chapter 338 (OCCUPATIONAL SAFETY AND HEALTH OF EMPLOYEES) KRS Chapter 341 (UNEMPLOYMENT COMPENSATION) KRS Chapter 342 (WORKERS' COMPENSATION)

Boycott Provisions If applicable, the contractor represents that, pursuant to KRS 45A.607, they are not currently engaged in, and will not for the duration of the contract engage in, the boycott of a person or an entity based in or doing business with a jurisdiction with which Kentucky can enjoy open trade.

Note: The term Boycott does not include actions taken for bona fide business or economic reasons, or actions specifically required by federal or state law.

If applicable, the contractor verifies that, pursuant to KRS 41.480, they do not engage in, and will not for the duration of the contract engage in, in energy company boycotts as defined by KRS 41.472.

Lobbying Prohibitions The contractor represents that they, and any subcontractor performing work under the contract, have not violated the agency restrictions contained in KRS 11A.236 during the previous ten (10) years, and pledges to abide by the restrictions set forth in such statute for the duration of the contract awarded.

The contractor further represents that, pursuant to KRS 45A.328, they have not procured an original, subsequent, or similar contract while employing an executive agency lobbyist who was convicted of a crime related to the original, subsequent, or similar contract within five (5) years of the conviction of the lobbyist.

Document Phase Document Description Page 9 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=22431 https://apps.legislature.ky.gov/law/statutes/chapter.aspx?id=37644 https://apps.legislature.ky.gov/law/statutes/chapter.aspx?id=37663 https://apps.legislature.ky.gov/law/statutes/chapter.aspx?id=37674 https://apps.legislature.ky.gov/law/statutes/chapter.aspx?id=38890 https://apps.legislature.ky.gov/law/statutes/chapter.aspx?id=38899 https://apps.legislature.ky.gov/law/statutes/chapter.aspx?id=38902 https://apps.legislature.ky.gov/law/statutes/chapter.aspx?id=38914 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=48539 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=50541 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=52935

Rev. 9-16-22

Required Affidavit for Bidders, Offerors and Contractors

(KRS 45A.110 & 45A.115)

Affidavit Effective for One (1) Year from Date of Execution

Instructions: Pursuant to KRS 45A.110 and 45A.115, a bidder, offeror, or contractor (“Contractor”) is required to submit a Required Affidavit for Bidders, Offerors, and Contractors to be awarded a contract, or for the renewal of a contract. An authorized representative of the contracting party must complete the attestation below, have the attestation notarized, and return the completed affidavit to the Commonwealth.

Attestation

As a duly authorized representative for the Contractor, I swear and affirm under penalty of perjury, that that the Contractor has not knowingly violated campaign finance laws of the Commonwealth of Kentucky and that the award of a contract will not violate any provision of the campaign finance laws of the Commonwealth. For purposes of this attestation, "Knowingly" means that the bidder or offeror is aware or should have been aware of the existence of a violation. The bidder or offer understands that the Commonwealth retains the right to request an updated affidavit at any time.

Signature Printed Name

Title Date

Bidder or Offeror Name: Address:

Commonwealth of Kentucky Vendor Code (If known):

Subscribed and sworn to before me this day of , . State of:

Notary:

County of: My Commission Expires:

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2700000067 Final Sponsorship - Campground Halloween Weekend Total Pages: 10 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=22348 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=22349