Trailer Rental DETAILS.docx

Trailer Rental Specifications

The Kentucky State Fair Board is requesting a master agreement for rental of trailers for their in-house events as needed. The three main events are the National Farm Machinery Show in February, the Kentucky State Fair in August and the North American International Livestock Show in November.

All quantities are estimates and are not to be taken as quarantees.

Prices bid must include all necessary costs to deliver, pickup and place the trailer in the location designated by the KSFB representative. These costs are to be a monthly rate and agency will not be charged for trailers left on grounds after the event dates.

Vendor to bid the size of each trailer, that they can provide, that is comparable to the sizes listed on this bid. The sizes listed are minimums unless it says otherwise. Vendor to complete the bid package showing the actual sizes they are bidding on.

The locations and delivery dates for each item will be designated prior to each event. It is the awarded vendor’s responsibility to place the trailers safely and securely. Vendor must supply any necessary equipment or parts necessary to securely set these trailers up. Vendor must follow all OSHA rules and regulations for placement and access to the trailers. Trailers with tires might need to have the tires deflated and this is the responsibility of the vendor. The only help the agency can provide for the placement is to show the vendor where they must be place.

The successful bidder must provide, at its own expense, primary liability insurance covering all damages that occur while equipment or services are being provided. This insurance must be by a company certified to do business in the State of Kentucky. It must insure both the lessee and the Board, with policy limits of $1,000,000 per occurrence to insure against any and all claims associated with or arising out of a final agreement.

The successful bidder must deliver trailers that are clean, sanitary and in like new condition. These trailers are the first thing that patrons see when arriving at our location and must provide a clean nice look to our facility. Trailers in need of repairs or cleaning will be fixed by the successful bidder at no cost to the agency. These repairs and/or cleaning must be done before the start of the event. All trailers will be cleaned out by the agency staff before returning them to the vendor.

The agency is not responsible to pay the following:

Property tax Property tax recovery or any kind of taxes (agency is tax exempt) Damage waivers Liability insurance Cleaning fees

Vendors who are not familiar with the grounds of the Kentucky Exposition Center should come for a site visit to learn the terrain and what could be needed so that they bid accordingly. It is not a mandatory site visit.

Agency is not responsible for damages to the trailers unless they are damaged by the agency personnel. Any damages that are seen when picking up the trailers, must be approved by Mr. Kevin McCoy, Executive Director of Facilities Management. A KSFB security incident report must be completed and if it is deemed damaged by KSFB personnel then the vendor will be sent a PO to pay for said damages. No damages will be paid unless approved and vendor follows the proper procedures as listed above.