Final_RFP_721_2500000356_1_SO_FORM.PDF

Document ID: RFP 721 2500000356 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: 106936-Sponsorship-DAIL Aging and SHIP Conference 2025 S Toy

Date Issued:

07/28/2025 Record Date:

07/23/2025

Solicitation Closes Date:

08/06/2025 Time:

13:00

Solicitation No:

RFP 721 2500000356

Online Bidding Prohibited: Yes For Information Call:

Anne Druin 502-564-1173

Bid Receiving Location:

CHFS OATS Division of Procurement & Grant Oversight

BUYER

275 E Main Street 4E-C

Frankfort KY 40621

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 721 2500000356 Page: 2

Line Items

Commodity Group: Default

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

1 106936-Sponsorship- DAIL Aging and SHIP Conference 2025

Comm Code Comm Description Manufacturer Model # Manuf Part #

96377 Sponsorships (All Types)

Extended Description This sponsorship opportunity is issued by the Kentucky Cabinet for Health and Family Services (CHFS), Division of Procurement and Grant Oversight on behalf of the Department for Aging and Independent Living (DAIL) 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 the DAIL Aging and SHIP Conference 2025 to be held October 28-29, 2025, at the Marriot-Griffin Gate Hotel, 1800 Newtown Pike, Lexington, KY 40511.

The mission of the Department for Aging and Independent Living is to promote the welfare, dignity and independence of older adults, individuals with physical disabilities and adults in need of a guardian.

The Department for Aging and Independent Living would like to continue to host the Annual State Health Insurance Assistance Program Conference and Aging Conference. We had great success with the conference in 2024. The two conferences will be held jointly and will bring in national and local speakers presenting on the latest trend on topics such as Medicare benefits, Nutrition, Caregiver, Senior Centers, and aging and disability resource centers.

Attendance at the conference is estimated at 300 guests.

Shipping Information Various Shipping

See Extended Description

Various KY

Billing Information Various Billing

See Extended Description

Various KY

Document ID: RFP 721 2500000356 Page: 3

Submission Checklist

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

Item

Sponsorship Opportunity

DAIL Aging and SHIP Conference 2025

Kentucky Cabinet for Health and Family Services Section I General Information Purpose of this Document

The Kentucky Cabinet for Health and Family Services (CHFS), Division of Procurement and Grant Oversight is submitting this sponsorship request on behalf of the Department for Aging and Independent Living (DAIL), to be issued in accordance with KRS 45A.097. CHFS DAIL is requesting responses from one or more individuals or companies to assist the DAIL Aging and SHIP Conference 2025 to be held October 28-29, 2025, at the Marriott-Griffin Gate Hotel, 1800 Newtown Pike, Lexington, KY 40511.

DAIL hosts annually the State Health Insurance Assistance Program Conference Program (SHIP) Conference and the Aging Conference; this year these two conferences will be held jointly. The conference will bring in national and local speakers presenting on the latest trends on topics such as Medicare benefits, Nutrition, Caregiver, Senior Centers, and aging and disability resource centers.

Attendance at the conference is estimated at 300 guests.

Anticipated Schedule of Activities Date Event

July 28, 2025 Release of RFP

July 30, 2025, 1:00 PM ET Vendor Written Questions Due

July 31, 2025, 1:00 PM ET CHFS Response to Vendor Questions

August 6, 2025, 1:00 PM ET Closing Date

For purposes of this RFP, the term Sponsor equals contractor, bidder and vendor.

See Terms and Conditions for bid submission instructions.

Inquires

Point of Contact

The Agency Contact named below shall be the sole point of contact throughout the procurement process.

All email communications concerning this procurement shall be addressed to:

Anne Druin anne.druin@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.

Questions Regarding this RFP Questions must be submitted in writing to the Agency Contact. CHFS 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.

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Verification/Clarification of Information CHFS may request verification/clarification documentation from the Sponsor of any information provided in its response.

Cost of Preparing Response Costs for developing the response are solely the responsibility of the Sponsor. CHFS shall provide no reimbursements for such costs.

Cancellation Kentucky CHFS may, upon a thirty-day (30) written notice, terminate this agreement completely or in part, for convenience or for default. In such event that termination occurs, all documents, data, studies, and reports prepared for CHFS under the Award shall become its property. Any equipment, goods or services remaining may be paid back to the Sponsor, unless for default. In the event that the Award is terminated for default, the Sponsor shall forfeit their equipment or goods to the Kentucky CHFS.

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

Section II Scope

2025 DAIL Aging and Ship Conference 1800 Newtown Pike, Lexington KY 40511 October 28-29, 2025 A prospective Sponsor may respond with an offer to supply one or more than one of the following:

Platinum - $2000

• Prominent signage at the conference

• Half-page recognition in the Conference Program (if received by deadline)

• Special recognition at the Conference Opening

• Recognition at keynote sessions

• 2 All-Conference registrations

• Exhibit space Gold - $1000

• Signage at the conference

• Special recognition in the Conference Program (if received by deadline)

• Special recognition at keynote sessions

• 1 All-Conference registration

• Exhibit space

Silver - $500

• Signage at the conference

• Special recognition in the Conference Program (if received by deadline)

• Special recognition at keynote sessions

• Exhibit space

Specialty Sponsorship Specialty Sponsorships are available for conference luncheons or breaks. All the benefits listed above would be offered.

Other Sponsorship Opportunities DAIL is open to engaging in other sponsorship or suggestions the Sponsor has for the conference that are not listed on the Sponsorship Agreement Form (such as providing Wi-Fi zones, setting up computer terminals for attendees to check email, etc.)

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Section III Statement of Sponsorship

General Nature of Proposed Sponsorship CHFS is an agency of the Commonwealth of Kentucky. As such, all applicable regulations and procedures must be complied with as they relate to donations, sponsorships, procurement and other acquisitions.

Section IV General Conditions

Sponsor’s Responsibilities during the Award Term Sponsors will provide the needed products for the DAIL Aging and SHIP Conference.

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.

The Kentucky Cabinet for Health and Family Services’ Responsibilities During the Award Term

CHFS will be offering the opportunity to choose a level of sponsorship outlined above in Section II:

SCOPE. CHFS will also provide the registration area, signage, tables, chairs, programs, and speaking opportunities.

Modifications to Award

Any modifications to the Award shall be in writing and processed through the CHFS Division of Procurement and Grant Oversight representative as identified herein.

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.

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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.

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.

Employment Practices

The Sponsor shall not discriminate against any employee or applicant for employment because of race, color, religion, national origin, sex, sexual orientation, gender identity, age 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, national origin, sex, sexual orientation, gender identity, age 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, national origin, sex, sexual orientation, gender identity, age 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 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.

Certificate of Authority

The Sponsor or Sponsors deemed most successful 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.

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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 Prohibited Source

A.KRS 45A.096

“Prohibited source” means any person, company, or organization that:

Contract with Agency: Has a current contractual relationship with a governmental body; Regulated by Agency: Conducts operations that are regulated by a governmental body; Undue Influence: May be lobbying or attempting to influence matters of that governmental body;

Affected Interests: That has interests that may be affected by the performance or nonperformance of the governmental body or the governmental body’s employees; and Current Bidder: Is a person, company, or organization currently bidding on or proposing a contractual project with the governmental body under one

(1) of the methods established in KRS 45A.075 (Methods of Awarding state contracts, competitive sealed bidding, competitive negotiation, noncompetitive negotiation, small purchase procedures) or KRS 45A.077 (Public Private Partnerships).

B. KRS 45A.097(4)(i) A prohibited source may only be considered for a sponsorship if:

The governmental body’s purchasing officer makes a written finding that:

1. The prohibited source is not lobbying or attempting to influence matters of the governmental body; and

2. The sponsorship will provide:

a. A public benefit to the Commonwealth; or

b. Economic development or enhanced tourism

“Public benefit” means a benefit accrued to a governmental body of the Commonwealth to further the mission of or improve the governmental body or its infrastructure.

C. KRS 45A.097(5)

Legislation also allows an entity that is a prohibited source due to its contractual relationship with a governmental body to provide conferences or training events for the benefit of the governmental body only if:

1. The entity does not have any interests that might be affected by the performance or nonperformance of the governmental body’s official duties; and

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2. The conference or training promotes safety, economic development, or tourism in the Commonwealth, or there is otherwise a public benefit to the Commonwealth.

Section VI Technical Response Format

Responsiveness

In order to be considered for selection, responses submitted by the Sponsor shall be completely responsive to the 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.

Potential Sponsors must include their dollar amount or supplies value and a list of experience/ previous sponsorship activities when responding to this sponsorship opportunity. A minimum of one Sponsor per opportunity is being sought.

CHFS reserves the right to reject any sponsors whose branding, image or mission is in conflict with the agency’s goals or mission, or that exceeds its requirements. Selected Sponsors are expected to provide support and meet their obligations through the duration of the event.

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

Proposal Submission

Proposals shall be received by electronic submission in the eProcurement 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.

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 tollfree 877-973-HELP (4357).

Proposals shall be submitted in three (3) parts: The Technical Proposal, the 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.

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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Total Pages: 10 https://vss.ky.gov/ https://vss.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.

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

Bidders 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.

Section VII Technical Response Evaluation CHFS shall evaluate all Technical Responses in accordance with KRS45A.695. Each response shall be evaluated as follows:

Responsiveness to Solicitation 30 points Conciseness and Clarity of the Response Sponsorship Response 70 points

# Evidence of prior experience/previous sponsorship activities;

# Indicate which level of sponsorships preferred and includes the dollar amount or supplies value;

# Description of how Sponsor’s goals tie into and support CHFS goals or mission; and # Description of how the Sponsor will meet their obligations (money, services, promotional items, etc.)

Total Points 100 points The Technical Response shall be evaluated and scored by CHFS evaluation committee. Total maximum score on the Technical Response is 100 points.

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