Campground Reservation Management System

The Commonwealth of Kentucky Finance and Administration Cabinet is requesting proposals for a campground reservation management system for the Kentucky Horse Park, with proposals due July 27, 2026 at 3:30 p.m. Eastern Time. Written questions are due June 23, 2026, with Commonwealth responses due July 8, 2026.

The scope is a cloud-hosted, web-based reservation platform supporting online and phone-based bookings for the 260-site campground. The system must provide real-time campsite availability tracking, an interactive visual site map, secure payment processing compliant with PCI-DSS standards, reservation modification and cancellation functions, comprehensive reporting with filtering and export to Excel, CSV, and PDF formats, and a dedicated call center operating minimum 8:00 a.m. to 10:00 p.m. Eastern Time. The vendor must also provide system testing, user acceptance testing, staff training, user manuals, post-implementation stabilization support, disaster recovery and business continuity planning with periodic testing, multi-factor authentication, and secure credential management. Upon contract termination, the vendor must deliver all Kentucky Horse Park data in usable standard formats and transition support to a successor vendor.

The vendor must comply with Commonwealth Office of Technology requirements including NIST Special Publication 800-53, SOC 2 Type 2 certification, EU GDPR compliance where applicable, and Kentucky's Personal Information Security and Breach Investigation Procedures and Practices Act. All data must be maintained within the contiguous United States and remain the property of the Commonwealth.

The initial contract term is two years from the effective award date, renewable for four additional two-year periods upon mutual agreement. Pricing shall be structured on a per-reservation fee basis with no fixed monthly charges, firm for the first twelve months; subsequent increases require written justification and approval by the Office of Procurement Services. The Commonwealth is tax-exempt and requires vendors to exclude federal excise tax and Kentucky sales or use tax.

The evaluation framework awards up to 800 points for technical proposals, 800 points for cost proposals, and 400 points for oral demonstrations or presentations. Technical proposals scoring below 50 percent of maximum points are non-responsive and ineligible for award. The incumbent is RA Outdoors LLC dba Aspira, which has operated the current system since 2005.