Document ID: RFP 758 2700000001 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: Catering & Bartending Services - My Old KY Home State Park

Date Issued:

07/09/2026 Record Date:

07/08/2026

Solicitation Closes Date:

07/31/2026 Time:

15:30

Solicitation No:

RFP 758 2700000001

Online Bidding Prohibited: No

For Information Call:

Lisa Perry 502-564-0983

Bid Receiving Location:

Bid Receiving

See Terms & Conditions for Bid Submission Instructions

Other KY

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

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

Document ID: RFP 758 2700000001 Page: 2

Line Items

Commodity Group: Default Commodity Group

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

1 Catering & Bartending Services

Comm Code Comm Description Manufacturer Model # Manuf Part #

96115 Concessions, Catering, Vending: Mobile and Stationary (See C

Extended Description Catering & Bartending Services for My Old Kentucky Home State Park

See Attachment B-Cost Proposal

Shipping Information My Old Kentucky Home State Park

501 E. Stephen Foster Ave.

Bardstown KY 40004-0323

Billing Information My Old Kentucky Home State Park

501 E. Stephen Foster Ave.

Bardstown KY 40004-0323

Document ID: RFP 758 2700000001 Page: 3

Submission Checklist

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

Item

COMMONWEALTH OF KENTUCKY

REQUEST FOR PROPOSAL (RFP)

FOR

CATERING AND BARTENDING SERVICES

FOR MY OLD KENTUCKY HOME STATE PARK

RFP 758 2700000001

RELEASE DATE: THURSDAY, JULY 09, 2026

CLOSING DATE AND TIME: FRIDAY, JULY 31, 2026 AT 3:30 PM ET

ISSUED BY

THE FINANCE AND ADMINISTRATION CABINET

ON BEHALF OF

THE KENTUCKY DEPARTMENT OF PARKS

COMMONWEALTH BUYER:

LISA PERRY

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

OFFICE OF PROCUREMENT SERVICES

200 MERO STREET, 5TH FLOOR

FRANKFORT, KY 40622

(502) 564-0983 LisaK.Perry@ky.gov

TABLE OF CONTENTS

Proposal Submission Checklist Section 1 – Summary Section 2 – Introduction Section 3 – Scope of Work Section 4 – Commonwealth Office of Technology Requirements Section 5 – Procurement Requirements and Instructions Section 6 – Proposal Submission Section 7 – Proposal Evaluation Section 8 – Negotiations Section 9 – Contract Requirements Section 10 – Standard Terms and Conditions

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2700000001 Final Catering & Bartending Services - My Old KY Home State Park

Total Pages: 32 mailto:LisaK.Perry@ky.gov 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.

PROPOSED TECHNICAL SOLUTION

PROPOSED COST SOLUTION

TRANSMITTAL LETTER [see Section 6.7(A)]

REVENUE FORM 10A100 KENTUCKY TAX REGISTRATION APPLICATION

IF APPLICABLE (see Section 6.7 (C)], CERTIFICATE OF AUTHORITY- REGISTRATION WITH SECRETARY OF STATE BY A

FOREIGN ENTITY IF APPLICABLE [see Section 6.7 (D)]

REQUIRED ANNUAL AFFIDAVIT AND OTHER AFFIDAVIT(S)

https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit %20for%20Bidders%20Offerors%20and%20Contractors.pdf

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State Park

Total Pages: 32 https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf section 1 - RFP summary

1.1 Estimated Schedule of RFP Activities

The following table presents the anticipated schedule for major activities associated with the RFP distribution, proposal submission, proposal evaluation process, and contract award.

The Commonwealth reserves the right at its sole discretion to change the Schedule of Activities, including the associated dates and times.

Anticipated Schedule of Activities Release of RFP Thursday, July 9, 2026 Vendors’ Written Questions due by 5:00 PM ET (Submit Questions on Attachment A-Vendor Question Form) Friday, July 17, 2026

Commonwealth’s Response to Vendors’ Written Questions Thursday July 23, 2026 Proposals due by 3:30 PM ET Friday, July 31, 2026

1.2 Issuing Office

The Commonwealth of Kentucky, Finance and Administration Cabinet, Office of Procurement Services, is issuing this RFP on behalf of the Kentucky Department of Parks (PARKS). The Finance and Administration Cabinet is the only office authorized to change, modify, amend, alter, or clarify the specifications, terms and conditions of this RFP.

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.

1.3 Agencies to Be Served

This contract shall be for use by the Kentucky Department of Parks. No shipments shall be made except upon receipt by vendor of an official delivery order from the using agency.

Extending the Contract Use to Other Agencies The Office of Procurement Services reserves the right, with the consent of the vendor, to offer the Master Agreement resulting from this solicitation to other state agencies requiring the product(s) or service(s).

section 2 - Introduction –

2.1 Purpose

The purpose of this Request for Proposal (RFP) is to solicit proposals for competitive negotiations pursuant to 200 KAR 5:307.

The Commonwealth seeks to establish up to three (3) contracts with vendors for catering services and bartending services. Interested parties are permitted to provide responses for one or both services, i.e. catering services only or bartending services only or both catering and bartending services.

All catering and bartending services will be limited to events held at My Old Kentucky Home State Park located at 501 E. Stephen Foster Avenue, Bardstown, KY 40004. Types of

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2700000001 Final Catering & Bartending Services - My Old KY Home State Park events may include but are not limited to weddings, receptions, conferences, special events, and any other gatherings as requested by PARKS.

2.2 Background

My Old Kentucky Home is one of the most iconic 19th century homes in America.

Named for America’s first composer Stephen Foster’s ballad, “My Old Kentucky Home, Good-Night!,” the Federal style mansion was completed in the year 1818 and was the centerpiece of a 1300 acre plantation. On July 4th 1923, the ownership of the estate was transferred to the Commonwealth of Kentucky as a historic shrine, effectively becoming Kentucky’s first state-owned park.

My Old Kentucky Home offers a distinctive meeting and event setting in the heart of Kentucky, centrally located for easy access from all regions of the country. Situated in Bardstown—voted “America’s Best Small Town”—the destination combines historic charm with modern amenities, including nearby hotels, dining, bourbon experiences, golf, spas, and distillery tours, making it an ideal location for conferences, retreats, weddings, receptions, and corporate gatherings.

Projected Calendar of Events for 2026-2027:

The calendar below represents the confirmed events that are to be held at My Old Kentucky Home State Park. More events are expected to be added on a regular basis; events may range from 300-1,000 people and weddings may range from 100-300 people, with around 20-26 weddings a year.

section 3 – scope of work

3.1 Scope of Work

All Master Agreements awarded from this solicitation will be with PARKS for events being held at My Old Kentucky Home State Park, not the client hosting the event, i.e. bride.

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Clients hosting events at My Old Kentucky Home State Park are not obligated to use the Master Agreements awarded from this solicitation; with approval from My Old Kentucky Home State Park, they may contract an outside caterer and/or bartender for services

Respondents shall clearly indicate in their submission if their proposal is for one or both services, i.e. catering services only or bartending services only or both catering and bartending services.

CATERING SERVICES

My Old Kentucky Home State Park has an on-site prep kitchen which will be available to the caterer(s) on the day of the event that they are providing services for.

Mandatory Requirements:

Vendor shall provide all labor, supervision, equipment, and supplies necessary to provide catering services in accordance with the requirements outlined below.

Vendor Requirements

- Vendor must be able to provide services within a fourteen (14) day notice prior to an event.

- All events shall be coordinated with Park Event Coordinator, including all scheduling, event and setup requirements, and any special requests.

- Vendor should be prepared to provide staffing for all catering services, which includes delivery, setup, serving, refreshing buffet lines, and all clean up requirements. On-Site service and staff support is available when properly requested. Arrangements for assistance from Park staff must be coordinated with the Park Event Coordinator at least fourteen (14) days prior to the event.

- Vendor is responsible for provision of disposable or reusable service ware (plates, utensils, napkins, cups, etc.)

- Vendor must remove all trash from the site and dispose in the appropriate bins

- Vendor must provide menu options suitable for breakfast, lunch, dinner, and receptions.

All menus must be approved by the Park Event Coordinator.

- Vendor must have capability to accommodate dietary restrictions as requested by the Park.

Examples include but are not limited to vegetarian, vegan, gluten-free, nut-free, etc.

- Vendor must provide beverage service for each meal, as requested. Examples include but are not limited to coffee, tea, lemonade, water, etc. Sodas are provided by the Park and should not be included in the beverage services.

- Vendor must possess all required business licenses and health permits and comply with all local and state health regulations.

- Vendor must have a minimum of two years of experience in providing catering services for similar-sized events.

- Any minimum order requirements or service fees should be included in quoted pricing.

Quality Standards

- All food shall be freshly prepared and high quality.

- Hot foods shall be served hot, and cold foods shall be served cold.

- Service shall be prompt, professional, and courteous.

- The vendor shall ensure proper sanitation and handling during transport and service.

Delivery and Setup

- Delivery and setup must be completed prior to the scheduled start time of the event.

- Vendor shall be responsible for removal of all catering-related items and cleanup of service area.

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2700000001 Final Catering & Bartending Services - My Old KY Home

- Any damages to property resulting from catering services will be the responsibility of the vendor.

BARTENDING SERVICES

Mandatory Requirements All alcohol and sales of alcohol will be provided by the Kentucky Department for Parks, who maintains a current and active alcohol license.

Vendor Requirements

- Vendor must be able to provide services within a fourteen (14) day notice prior to an event.

- All events shall be coordinated with Park Event Coordinator, including all scheduling, event and setup requirements, and any special requests.

-- Vendor should be prepared to provide staffing for all bartending services, which includes delivery, setup, serving, refreshing buffet lines, and all clean up requirements. On-Site service and staff support is available when properly requested. Arrangements for assistance from Park staff must be coordinated with the Park Event Coordinator at least fourteen (14) days prior to the event.

- The Park Event Coordinator will determine when the alcohol service shall cease during all events.

- Bartenders reserve the right to refuse service to any person who appears intoxicated or underage; failure to accommodate to this can result in a violation of standards per the STAR Certification and are grounds of losing this required certification.

- Alcohol shall only be served to guests 21 years of age or older and proper identification should be inquired upon as needed. Additionally, alcohol is strictly prohibited from being taken off or left outside of the premises of the My Old Kentucky Home State Park.

Equipment, Supplies, and Expectations

- Set Up: Vendor to clean tables as needed; put down linens and put up decorations if included; light candles if needed; cash set up to include money count at beginning of event;

inventory preparation checklist with working staff; cut fruit garnishes; and organize bar area.

-- Breakdown: Vendor to dispose of all bar-related waste and debris at the conclusion of each event, which includes taking the bar trash to the appropriate trash bins; take all glassware and tools to be washed; thoroughly sanitize bar area; inventory checklist; return alcohol to appropriate storage; store all mixers; turn over cash and tally sales prior to departure.

- Vendor staff is responsible for provide the listed supplies. These may include but are not limited to:

o Drinkware: Cups, straws (sizes will vary for both), beverage napkins, etc.

o Standard Bartending Equipment/Tools: Bar mats, ice bins, serving trays, coolers etc.

o Miscellaneous: Garnishes (lemons/lime, oranges, cherries, olives, faux foliage) and signature drink displays if available and/or requested from the Client.

Bartenders and Service Expectations

- All bartender staff are expected to arrive at the State Park, for duty, in both a professional appearance, by wearing clean, all-black attire, and in a timely manner, by arriving no less than 60 minutes (one hour) prior to the scheduled start of the event.

- All bartender staff must follow the minimum standards listed below:

o Ensuring service aligns with the Park’s alcohol policies & applicable liquor laws;

o At least 21 years of age and must be trained in responsible alcohol service;

o Certified and experienced for all scheduled events;

o Back-up or substitute bartenders shall meet the same qualifications as primary staff;

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2700000001 Final Catering & Bartending Services - My Old KY Home o Unruly behavior such as inappropriately fraternizing with the Client’s patrons or serving alcohol past the allocated time provided by the Event Coordinator, are prohibited. Such behavior will result in a report to management where the vendor and/or their staff may be removed from the contract.

section 4 – Commonwealth office of technology (cot) requirements

NOT APPLICABLE

section 5 – procurement Requirements and instructions

5.1 Procurement Requirements

Procurement requirements are listed under “Procurement Laws, Preference, Regulations and Policies” and “Response to Solicitation” located on the eProcurement Web page at https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx and https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx respectively. The vendor must comply with all applicable statutes, regulations and policies related to this procurement.

5.2 Access to Solicitation, RFP, and Addenda

The Commonwealth wants each prospective vendor to have full and complete information on which to base a proposal response. Only information presented or referred to in this RFP and any additional written information that is supplied by the Commonwealth Buyer shall be used by vendors in preparing the response.

The solicitation, addenda, and attachments shall be posted to the Kentucky Vendor Self Service link at https://vss.ky.gov

It is not necessary to register to access the solicitation. Unregistered vendors can access solicitations by clicking on public access.

In the event of any conflict or variation between the solicitation or modification as issued by the Commonwealth and the vendor’s response, the version as issued shall prevail.

5.3 RFP Terminology

For the purpose of this RFP, the following terms may be used interchangeably:

o Proposer, Offeror, Contractor, Provider, or Vendor o Commonwealth Buyer, Buyer, Purchaser, or Contract Officer o RFP, Solicitation, or Procurement o Bid, Proposal, or Offer o Commonwealth of Kentucky, Commonwealth, or State, Agency, Kentucky Department of Parks, My Old Kentucky Home State Park o Fiscal Year will be defined as the Commonwealth fiscal year: July 1 through June 30 o Biennium will be defined as the Commonwealth biennium: July 1 of each even numbered year through June 30 of the next even numbered year o Requirements that include the words “Shall”, “Will”, “Must” indicate a mandatory requirement

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2700000001 Final Catering & Bartending Services - My Old KY Home State Park

Total Pages: 32 https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx https://vss.ky.gov o Mandatory Requirement means a condition set out in the specifications or statement of work that must be met without exception.”

5.4 Restrictions on Communications

The Commonwealth Buyer named on the Cover Sheet of this RFP shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular, express, or electronic mail,), concerning this procurement shall be addressed to the Buyer.

For violation of this provision, the Commonwealth shall reserve the right to disqualify the vendors’ proposal response.

5.5 Confidentiality of Contract Terms

The contractor and the Commonwealth agree that all information communicated between them before the effective date of the contract shall be received in strict confidence and shall not be necessarily disclosed by the receiving party, its agents, or employees without prior written consent of the other party. Such material will be kept confidential subject to Commonwealth and Federal public information disclosure laws.

Upon signing of the contract by all parties, terms of the contract become available to the public, pursuant to the provisions of the Kentucky Revised Statutes.

The contractor shall have an appropriate agreement with its subcontractors extending these confidentiality requirements to all subcontractors’ employees.

5.6 Written Questions Regarding this RFP

Vendors are encouraged to submit written questions pursuant to Section 1.1 of this RFP. Written questions shall be submitted to the Commonwealth Buyer via email at Lisak.Perry@ky.gov. Vendors should submit questions on Attachment A Vendors Question Form. No questions shall be accepted after the date(s) listed in Section 1.1 unless the question(s) is considered material to the procurement. The Commonwealth shall respond to salient questions in writing by issuing an addendum to the solicitation. The addendum shall be posted to the Kentucky Vendor Self Service site.

5.7 Vendor Response and Proprietary Information

The RFP specifies the format, required information, and general content of proposals submitted in response to the RFP. The Finance and Administration Cabinet will not disclose any portions of the proposals prior to Contract Award to anyone outside the Finance and Administration 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 committees. 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 vendors in response to this RFP as a matter of public record. Although the Commonwealth recognizes the vendor's possible interest in preserving selected data which may be part of a proposal, the Commonwealth must treat such information as provided by the Kentucky Open Records Act, KRS 61.870 et sequitur.

Informational areas which normally might be considered proprietary shall be limited to individual personnel data, customer references, selected financial data, formulae, and financial audits which, if disclosed, would permit an unfair advantage to competitors. If

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2700000001 Final Catering & Bartending Services - My Old KY Home State Park mailto:Lisak.Perry@ky.gov a proposal contains information in these areas that a vendor declares proprietary in nature and not available for public disclosure, the vendor should declare in the Transmittal Letter [see Section 6.7 (A)] the inclusion of proprietary information and shall noticeably label as proprietary each file containing such information. Proprietary information shall be submitted separately and identified as “Proprietary Data”. Proposals containing information declared by the vendor to be proprietary, either in whole or in part, outside the areas listed above may be deemed non-responsive to the RFP and may be rejected.

5.8 Notification of Award of Contract

The procurement process will provide for the evaluation of proposals and selection of the successful 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.

All applicable statutes, regulations, policies and requirements shall become a part of an award as well as the Information Technology requirements.

For additional award information, vendors may email the Commonwealth Buyer.

5.9 Protest

Pursuant to KRS 45A.285, the Secretary of the Finance and Administration Cabinet, or his designee, shall have authority to determine protests and other controversies of actual or prospective offerors in connection with the solicitations or selection for award of a contract.

Any actual or prospective offeror or contractor, who is aggrieved in connection with solicitation or selection for award of a contract, may a file protest with the Secretary of the Finance and Administration Cabinet. A protest or notice of other controversy must be filed promptly and in any event within two (2) calendar weeks after such aggrieved person knows or should have known of the facts giving rise thereto. All protests or notices of other controversies must be in writing and shall be addressed and mailed to:

Holly M. Johnson, Secretary

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

200 MERO STREET, 5TH FLOOR

FRANKFORT, KY 40622

The Secretary of Finance and Administration Cabinet shall promptly issue a decision in writing. A copy of that decision shall be mailed or otherwise furnished to the aggrieved party and shall state the reasons for the action taken.

The decision by the Secretary of the Finance and Administration Cabinet shall be final and conclusive.

5.10 Vendor Notification – Ineligible for Award

The Commonwealth will not consider or evaluate any proposal submitted by a vendor when the vendor, the vendor’s employees or agents, had any involvement, contribution or participation in the development, preparation or review of this RFP prior to its issuance.

The vendors proposal will be deemed ineligible for award.

5.11Past Vendor Performance

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Past vendor performance may be considered in the award of this Contract. Vendors with a record of poor performance in the last twelve (12) months may be found non-responsible and ineligible for award.

section 6 – proposal submission

6.1 Disposition of Proposals

All proposals become the property of the Commonwealth of Kentucky. The successful proposal shall be incorporated into the resulting contract by reference. Disposal of unsuccessful proposals shall be at the discretion of the Commonwealth Buyer.

6.2 Rules for Withdrawal of Proposals

Prior to the date specified for receipt of offers, a submitted proposal may be withdrawn by electronic or written notice by submitting a signed written request for its withdrawal to the Commonwealth Buyer.

6.3 Commonwealth’s Right to Use Proposal Ideas

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

6.4 Submission of RFP Response

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.

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

Failure to specifically acknowledge addenda with submission 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.

6.5 Electronic 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. Vendor Self Service Registration Guides are provided at https://vss.ky.gov

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.

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Vendor attention to this advisory is encouraged. If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-HELP (4357).

Proposals shall be submitted in three (3) parts: The Technical Proposal, the Cost Proposal, and Proprietary Information. Each part should 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.

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 system.

6.6 Format of Response

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

Proposal, and Proprietary Information. Each part should consist of one document.

Do not submit multiple documents as Technical, Cost or Proprietary.

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

b. The Cost Proposal should be submitted on one (1) document marked Cost (in

Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos. The document should be named in the following manner: Cost – Name of offeror RFP number

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

Proprietary – Name of offeror RFP number

Pricing shall only be provided in the 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.

6.7 Technical Proposal Content

A. Transmittal Letter

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The transmittal letter should be on the vendor’s letterhead, and signed by an agent authorized to bind the vendor. The transmittal letter should include the following:

i. A statement that deviations are included, if applicable. Proposed deviations must be outlined in the transmittal letter. Any deviation from the provisions of the solicitation must be specifically identified by the vendor in its proposal, which if successful, shall become part of the contract. Such deviations shall not be in conflict with the basic nature of this solicitation. The Commonwealth reserves the right to reject any and/or all deviations in whole or in part.

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

iii. A statement pursuant to KRS 11A.040 that the vendor has not knowingly violated any provisions of the Executive Branch Code of Ethics;

iv. A statement of that the vendor is in compliance with Prohibitions of Certain Conflicts of Interest;

v. A statement of certification in accordance with Federal Acquisition Regulation 52.209-5, Certification Regarding Debarment, Suspension, and Proposed Debarment that to the best of its knowledge and belief, the vendor 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.

vi. The name, address, telephone number, and email address of the contact person for this RFP. The address shall be one in which the major overnight delivery services will deliver.

vii. The name, address, telephone number, and email address of the contact person to serve as a point of contact for day-to-day operations.

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

ix. Federal Tax ID

x. A statement that the vendor agrees to comply with items included in the

Mandatory Checklist, if applicable.

xi. Vendor must outline how AI will be used and confirm with a YES or NO with compliance per Section 10.31.

B. Disclosure of Violation of Statutes Pursuant to KRS 45A.485, contractors are required to reveal final determinations of violation of certain statutes incurred within the last five (5) years and be in continuous compliance with those statutes during the contract. Where applicable, the vendor is required to complete and submit Report of Prior Violations of Tax and Employment Laws.

C. Kentucky Tax Registration Application

Revenue Form 10A100, Kentucky Tax Registration Application effective July 2008, is a form to be completed by any person or entity wishing to contract with the Commonwealth to provide goods or services subject to sales and use tax pursuant to KRS 139.200.

https://revenue.ky.gov/Forms/10A100(P)(4-25)_FINAL_locked%20Fill-in.pdf

In accordance with administrative regulation 200 KAR 5:390, this form has to be completed and submitted, before a contract can be awarded. Section 2 of the

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2700000001 Final Catering & Bartending Services - My Old KY Home State Park https://revenue.ky.gov/Forms/10A100(P)(4-25)_FINAL_locked%20Fill-in.pdf regulation also notes: “Failure to submit the required documentation or to remain registered and in compliance with the sales and use tax filing and remittance requirements of KRS 139.540 and KRS 139.550 throughout the duration of the contract shall constitute a material breach of the contract and the contract may be terminated.”

D. 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

E. Required Annual Affidavit and Other Affidavit(s)

F. Proposed Solution (see Section 6.8)

6.8 Proposed Solution Content

A. Company Background, Capabilities, and Staff Availability

The respondent should describe the structure of the organization, the number of years in business providing services outlined in the solicitation, capabilities to provide services, and include resumes of key staff along with details of staff’s availability.

B. Experience

Details providing services in similar venues, events, or facilities. Include responsibilities, size of attendees, description of services, etc.

C. Fees

Provide details on the management of fees such as gratuity or service fees. Describe the pricing structure of the services and outline any separate fees that could be imposed. How will tastings and/or samplings be handled; will they be at an additional fee?

D. Value Added

This is the respondents’ opportunity to highlight in summary format, recommendations, innovations, practices, business strategies that distinguishes them from their competitors

DO NOT INCLUDE ANY COST IN THE TECHNICAL RESPONSE. COST SHOULD

BE SUBMITTED SEPARATELY

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Total Pages: 32 https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=40424 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

6.9 Cost Proposal Content

The vendor should provide its costs for the proposed solution as instructed on the Cost Proposal Form. (see Attachment B)

The Commonwealth of Kentucky is Tax Exempt. Do not include Federal Excise Tax, Kentucky Sales or Use Tax in proposed costs.

Costs for developing the proposals are solely the responsibility of the offerors. The Commonwealth of Kentucky shall not provide any reimbursements for such costs.

A proposal shall not be considered for award if the price in the proposal was not 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. In addition, the offeror is prohibited from making multiple proposals in a different form.

Should conflict of interest be detected any time during the contract, the contract shall be null and void and the contractor shall assume all costs of this project until such time that a new contractor is selected.

section 7 – proposal evaluation

7.1 Proposal Evaluation

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

The Commonwealth 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 Commonwealth shall evaluate the proposals by assigning scores as indicated.

7.2 Technical Proposal Evaluation

Criteria Maximum Points Possible Company Background, Capabilities, and Staff Availability

Experience 250 Fees 150 Value Added 100

Maximum Points Possible 750

7.3 Cost Proposal Evaluation

Cost Proposal 300

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Maximum Points Possible 300 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).

7.4 Oral Demonstration/Presentation Evaluation, if required

Oral Presentations/Demonstrations

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 video-conferencing or by conference call, if it is in the best interest of the Commonwealth. 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 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

The decision regarding whether to request oral presentations shall be solely within the discretion of the evaluation team. The evaluation team may determine that oral presentations are unnecessary, even in instances where technical proposal scores are sufficiently close that Oral Presentations/ Demonstrations might affect final rankings. (Note “Oral Presentations/Discussions” as used in this context shall not include KRS 45A.085(7) written or oral discussions regarding final terms of contracts to be awarded as a result of this RFP

Maximum Points Possible 250

7.5 Best and Final Offer (BAFO)

In accordance with FAP 111-57-00 (3) (h), the Commonwealth reserves the right to request Best and Final Offers (BAFO).

7.6 Total Proposal Evaluation

Technical Proposal 750

Cost Proposal 300

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Oral Demonstrations/Presentations, if required 250

MAXIMUM POINTS POSSIBLE 1,300

section 8 – Negotiations

The Commonwealth reserves the right pursuant to KRS 45A.085 to negotiate a contract with the top-ranked vendor. In the event the Commonwealth cannot reach agreement with the top-ranked vendor, it may proceed to negotiate with the next highest ranked vendor, and so on. It is the Commonwealth’s intent to award a contract to the vendor with whom successful negotiations are completed.

Terms and conditions that may be negotiated at the sole discretion of the Commonwealth include but are not limit to issues related to the Technical and/or Cost Proposals.

section 9 – contract requirements and provisions

9.1 Agencies to Be Served

This contract shall be for use by the Kentucky Department of Parks (PARKS). No shipments shall be made except upon receipt by vendor of an official delivery order from the using agency.

Extending the Contract Use to Other Agencies The Office of Procurement Services reserves the right, with the consent of the vendor, to offer the Master Agreement resulting from this solicitation to other state agencies requiring the product(s) or service(s).

9.2 Term of Contract and Renewal Options

The initial term of the contract shall be for a period of one (1) year from the effective date of the Award of Contract.

This contract may be renewed at the completion of the initial contract period for four (4) additional two (2) year periods upon the mutual agreement of the Parties. Such mutual agreement shall take the form of a contract modification as described in Section 10.7 of this RFP.

At the end of the contract, the vendor shall provide all agency data in a form that can be converted to any subsequent system of the agency’s choice. The vendor shall cooperate to this end with the vendor of the agency’s choice, in a timely and efficient manner.

The Commonwealth reserves the right not to exercise any or all renewal options. The Commonwealth reserves the right to extend the contract for a period less than the length of the above-referenced renewal period if such an extension is determined by the Commonwealth Buyer to be in the best interest of the Commonwealth.

The Commonwealth reserves the right to renegotiate any terms and/or conditions as may be necessary to meet requirements for the extended period. In the event proposed revisions cannot be agreed upon, either party shall have the right to withdraw without prejudice from either exercising the option or continuing the contract in an extended period.

9.3 Basis of Price Revisions

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PRICE ADJUSTMENTS: Unless otherwise specified, the prices established by the contract resulting from this solicitation shall remain firm for the contract period subject to the following:

A. Price Increases: A price increase shall not occur during the first twelve (12) months of the contract. A vendor may request a price increase after twelve (12) months of the contract, which may be granted or denied by the Commonwealth. Any such price increase shall be based on industry wide price changes. The contract holder must request in writing a price increase at least thirty (30) days prior to the effective date, and shall provide firm proof that the price increase(s) is justified. The Office of Procurement Services may request additional information or justification. If the price increase is denied, the contract holder may withdraw from the contract without prejudice upon written notice and approval by the Office of Procurement Services.

Provided, however, that the vendor must continue service, at the contract prices, until a new contract can be established (usually within sixty (60) days).

B. Price Decreases: The contract price shall be reduced to reflect any industry wide price decreases. The contract holder is required to furnish the Office of Procurement Services with notice of any price decreases as soon as such decreases are available.

C. Extended Contract Periods: If the contract provides for an optional renewal period, a price adjustment may be granted at the time the contract is renewed, subject to price increase justification as required in Paragraph A “Price Increases” as stated above.

9.4 Notices

After the award of contract, all programmatic communications with regard to day-to-day performance under the contract are to be made to the agency technical contact(s) identified during the negotiation phase of this procurement. After the award of contract, all communications of a contractual or legal nature are to be made to the Commonwealth Buyer.

9.5 Subcontractors

The contractor is permitted to make subcontract(s) with any other party for furnishing any of the work or services herein. The contractor shall be solely responsible for performance of the entire contract whether or not subcontractors are used. The Commonwealth shall not be involved in the relationship between the prime contractor and the subcontractor. Any issues that arise as a result of this relationship shall be resolved by the prime contractor.

All references to the contractor shall be construed to encompass both the contractor and any subcontractors of the contractor.

section 10 – Standard terms and conditions 10.1Contract 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 by the Office of Procurement Services, 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

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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.

10.2Final Agreement The contract represents the entire agreement between the parties with respect to the subject matter hereof. 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.

10.3Contract Provisions If any provision of this contract (including items incorporated by reference) is declared or found to be illegal, unenforceable, or void, then both the Commonwealth and the contractor shall be relieved of all obligations arising under such provision. If the remainder of this contract is capable of performance, it shall not be affected by such declaration or finding and shall be fully performed.

10.4Type of Contract The contract shall be on the basis of a firm fixed unit price for the elements listed in this solicitation. This solicitation is specifically not intended to solicit proposals for contracts on the basis of cost-plus, open-ended rate schedule, nor any non-fixed price arrangement.

10.5Contract Usage As a result of this RFP, the contractual agreement with the selected vendor will in no way obligate the Commonwealth of Kentucky to purchase any services or equipment under this contract. The Commonwealth agrees, in entering into any contract, to purchase only such services in such quantities as necessary to meet the actual requirements as determined by the Commonwealth.

10.6Addition or Deletion of Items or Services The Office of Procurement Services reserves the right to add new and similar items, by issuing a contract modification, to this contract with the consent of the vendor. Until such time as the vendor receives a modification, the vendor shall not accept delivery orders from any agency referencing such items or services.

10.7Changes and Modifications to the Contract Pursuant to KRS 45A.210 (1) and 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 to the contract and processed through the Office of Procurement Services and approved by the Finance and Administration Cabinet prior to the effective date of such modification or change pursuant to KRS 45A.210(1) and 200 KAR 5:311. Memorandum of understanding, written clarification, and/or correspondence shall not be construed as amendments to the contract.

If the contractor finds at any time that existing conditions made modification of the contract necessary, it shall promptly report such matters to the Commonwealth Buyer for consideration and decision.

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10.8Changes in Scope

The Commonwealth may, at any time by written order, make changes within the general scope of the contract. No changes in scope are to be conducted except at the approval of the Commonwealth.

10.9Contract Conformance If the Commonwealth Buyer determines that deliverables due under the contract are not in conformance with the terms and conditions of the contract and the mutually agreed-upon project plan, the Buyer may request the contractor to deliver assurances in the form of additional contractor resources and to demonstrate that other major schedules will not be affected. The Commonwealth shall determine the quantity and quality of such additional resources and failure to comply may constitute default by the contractor.

10.10Assignment The contract shall not be assigned in whole or in part without the prior written consent of the Commonwealth Buyer.

10.11Payment The Commonwealth will make payment within thirty (30) working days of receipt of contractor's invoice or of acceptance of goods and/or services in accordance with KRS

45.453 and KRS 45.454.

Payments are predicated upon…